Executive Assistant

at  Acteon Group

Acteon provides a range of industry-leading products and services to support marine and subsea projects for the renewable, nearshore construction and oil and gas sectors across all phases of the lifecycle. We develop and engineer solutions and integrated services using data and knowledge-based insight across our customers’ dynamic floating and fixed physical infrastructure.
Acteon are looking to source an Executive Assistant on a full time, permanent basis. The Executive Assistant is responsible for the day-to-day diary management of the Chief Executive Officer & Chief Financial Officer with close relationships to the leadership team to anticipate needs and prioritise tactical and strategic actions. Highly confidential and naturally discrete with highly sensitive information, maintaining trust and personal accountability.
This role offers a hybrid model and is flexible in location, ideally you will be location near an Acteon Facility in Norwich, London, or Aberdeen.

• Manage the CEO & CFO’s inbox and personal calendars to triage and prioritise actions, limiting distractions to accelerate day to day operations, produce task lists based on priorities.
• Attend, schedule and minute board meetings, Executive Management Team meetings and specialist business centric projects, taking actions and following up with relevant parties to completion.
• Account Manager for Travel Management Company, triaging issues, maintaining relationships, managing any operational issues surrounding travel provider and ensuring the most efficient and cost-effective solutions are used for travel in accordance with policy guidelines.
• Own travel arrangements both domestically and internationally for EMT, providing and circulating full travel itineraries, anticipate and be responsive to last minute changes, as and when required.
• Work closely with EMT to oversee schedules and optimise the work environment for management, including co-ordination of monthly communication webinars, quarterly all hands webinars, leadership events, business, and budget reviews, etc.
• Responsible for timely collation, proof-reading, publishing, and distribution of monthly EMT Reports.
• Management and approval of EMT expenses, from collating receipts with expense forms to facilitating approvals and timely payment processing.
• Line manage and develop the Office Manager, ensuring the smooth and efficient day-to-day running of the offices are maintained and robust business support function is provided to the organisation across multiple domains for maximum added value.
• Initiate and lead or provide support on a wide range of projects ensuring meticulous planning, prioritising time, and resources for streamlined delivery and optimum impact on the bottom line.
• Ad hoc responsibilities within the scope of the role