Personal Assistant & Office Administrator

Personal Assistant & Office Administrator

Location: Alness & Port of Nigg
Employment Type: Full-time
Reports To: HR Business Partner

Role Purpose 

To provide broad and proactive administrative support in Alness and Nigg office, helping to ensure the smooth and efficient day-to-day operation of the business and its offices.

The role covers a wide range of responsibilities including office administration, visitor coordination, Visitor PPE and office supplies, meetings and events, travel arrangements, document management and general business support.

The role also provides Personal Assistant support to the Executive Vice President including diary, meeting and travel coordination.

As SEUK continues to grow, the postholder will be expected to work flexibly, take ownership of day-to-day administrative requirements and proactively respond to changing business needs.

Key Accountabilities

•Communication: Answering and responding to phone calls, emails and general enquiries, ensuring a prompt and professional service.

•Office Administration: Providing day-to-day administrative support to ensure the smooth and effective operation of the office and wider business.

•Scheduling: Managing calendars, arranging appointments and coordinating meetings as required.

•Travel: Planning and coordinating business travel arrangements, including flights, accommodation and ground transportation.

•Visitors: Greeting and assisting visitors, coordinating meeting arrangements and providing a professional point of contact.

•Events: Supporting the organisation and coordination of company events, conferences, workshops and other business activities.

•Meetings: Supporting meetings, including preparation of materials, taking notes and preparing meeting minutes where required.

•Correspondence: Drafting emails, letters and other business correspondence as required.

•Systems & Records: Maintaining office systems, administrative records, data management and filing.

•Reports & Documents: Producing and supporting the preparation of documents, reports and presentations.

•Expenses & Invoices: Preparing expense reports and providing administrative support with invoice processing as required.

•Office Supplies: Coordinating the ordering and maintaining appropriate stock levels of office supplies and other consumables.

•Visitor PPE: Coordinating the ordering, distribution and stock control of PPE, ensuring appropriate stock levels are maintained for employees and visitors.

•Liaison: Liaising with employees, clients, suppliers, contractors and other internal and external stakeholders.

•PA Support: Providing Personal Assistant support to the Executive Vice President, including diary, meeting, travel and general administrative support.

•General Support: Providing practical and ad-hoc administrative support across the business and responding flexibly to changing operational requirements.

Preferred Knowledge / Skills / Experiences  

• Significant previous experience in a similar role.
• Ability to plan & work effectively.
• Ability to work systematically with capacity to respond effectively to the unexpected.
• Effective communication skills both verbal & written
• Commitment to high quality standards & continuing improvement in all operational activities.
• IT literate in Microsoft Office Suite essential.
• Ability to use own initiative effectively & take proactive approach on behalf of the business.
• Good Team working skills
• Ability to set and maintain high work standards.
• Ability to identify, analyse and solve problems.
• Full UK driving licence and access to own transport, with the ability to travel between company locations as required.
• Must have right to work in UK.

Why Join Us?

• Competitive salary.
• Attractive employer contribution pension scheme.
• An exciting opportunity to join a growing organisation and play a key role in supporting its continued success and growth.