Executive Assistant

Role

Our client is seeking a dynamic and highly organized Executive Assistant to provide comprehensive administrative support to their executive team, with additional responsibilities as the Company Secretary Assistance. The ideal candidate will possess exceptional communication skills, attention to detail, and the ability to manage multiple tasks efficiently in a fast-paced environment.

Responsibilities, tasks and interactions

• Manage executive calendars, including scheduling, organizing & preparing for meetings, appointments, and travel arrangements. 
• Attend assigned meetings as note taker and follow up agreed actions as appropriate.
• Prepare and organize documents, presentations, and reports for executive meetings. 
• Act as the primary point of contact for internal and external stakeholders, including screening calls and emails.
• Coordinate and prioritize incoming requests and ensure timely responses.
• Assist with project coordination and follow-up on action items as needed.
• Handle confidential information with discretion and professionalism.
• Anticipate the needs of the executive team and proactively address them.
• Assist with ad-hoc tasks and projects as assigned.
• Perform Company Secretary duties, including maintaining statutory registers, preparing and filing statutory documents, and ensuring compliance with relevant regulations.
• Organize board and committee meetings, including drafting agendas, taking minutes, and facilitating resolutions. 
• Assist in the preparation of annual reports, proxy statements, and other corporate governance documents. 
• Liaise with internal and external legal counsel and regulatory authorities as necessary.
• Stay updated on relevant laws and regulations affecting the company's operations and governance practices.

Qualifications, knowledge, skills and experience

• 5+ years administration experience supporting C-Level Executives.
• Experience or knowledge of Company Secretary duties and corporate governance practices.
• Strong organisational skills and ability to prioritise multiple tasks. 
• Significant experience in using Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and working knowledge of SAP would be desirable. 
• Be highly organised, have excellent attention to detail, be practical and solution-oriented and be able to work effectively both independently, and as part of a team
• Confident in dealing with clients and employees at all levels. 
• Excellent communication (written and verbal) and interpersonal skills. 
• A professional manner both in person and on the telephone. 
• A solutions-orientated approach to situations.
• Energetic, personable and a team player. 
• Strong attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Very strong interpersonal skills and the ability to build relationships with key members of the team. 
• Ability to maintain the confidentiality of information related to the company and its employees.
• Familiarity with travel booking and expense management systems.

With over 90 years' combined experience, NES Fircroft (NES) is proud to be the world's leading engineering staffing provider spanning the Oil & Gas, Power & Renewables, Chemicals, Construction & Infrastructure, Life Sciences, Mining and Manufacturing sectors worldwide. With more than 80 offices in 45 countries, we are able to provide our clients with the engineering and technical expertise they need, wherever and whenever it is needed. We offer contractors far more than a traditional recruitment service, supporting with everything from securing visas and work permits, to providing market-leading benefits packages and accommodation, ensuring they are safely and compliantly able to support our clients.