Executive Assistant & Office Manager (Glasgow - City Park) Glasgow, Scotland

Aggreko, LLC

Full Time Glasgow, Scotland 32141 - 41301 GBP ANNUAL Today

Job description

We have an exciting opportunity for an Executive Assistant & Office Manager, this role provides EA support to the Group General Counsel & Company Secretary and Chief Information Officer (Executive Committee Members). They will also be responsible for our Glasgow Technology Centre (City Park) office.

Sound like you?

Here’s what you’ll need to demonstrate:

Providing day to day assistance to the Executive Committee Members, some of which will be of a highly confidential nature, including:

Preparing presentations, documents and letters; and efficient storage of documentation
Meeting organisation and preparation, including drafting agendas, circulating required materials, minute taking (if required), preparing the room and technical equipment etc
Diary management
Assisting with travel booking and preparing itineraries
Assisting with printing and administrative tasks (including expenses and invoice processing)
Liaising with the IT helpdesk with any IT issues
Dealing with telephone enquiries and escalating issues where appropriate
Assisting the Executive Committee Members’ teams

Supporting the Group General Counsel & Company Secretary and Assistant Company Secretary with:

UK Corporate Governance, including:

Companies House filings
Committee and shareholder meetings, minutes and resolutions
Maintenance of statutory records
GEMS updates
Execution of documents

Operational Board and Committee Support, including:

Oversee agenda planning, draft agendas, notification of meeting dates and notification of paper submission deadlines
Manage upload and distribution of papers (OnBoard)
Supporting the smooth running of the Operational Board and Committees as required

Facilities and Office Management (City Park):

Line Manager to Technology Centre Receptionist
Ensuring that HSE standards are adhered to, evacuation procedures are communicated and rehearsed, and appropriate numbers of first aiders and fire wardens are maintained
Overseeing the responsibilities for third party sub-contractors working on-site and ensuring they comply with necessary HSE requirements
Ensuring mandatory HSE training is available to colleagues at the office, including manual lifting, fire wardens and first aid
Ensuring that office insurance policies are valid and up-to-date
Managing office facilities, including security, cleaning and maintenance; and manual on-call emergency procedures for the office
Managing the budget for office facilities and working with the office landlord and procurement to ensure best value in services such as utilities, security and office support
Managing the relationship with the office landlord
Healthy Working Lives Committee Member

#LI-PM1

About Us

We are the people who use our big boxes to make a massive difference. We believe in the positive impact of power and the ability to control temperature. We believe what we do opens up opportunity and creates potential for individuals, communities, industries and societies over the world. We believe when we work together we can do anything. We believe in the power of our team. We are the people who keep the lights on. And we recruit the best talent, too.

Our four values help us get even better at what we do. It’s the Aggreko way of working – we call it Always Orange.

Always Orange means:

Being dynamic: We’re nimble and are always ready to react to an ever changing world.
Being expert: We know our stuff, we’re great under pressure and we thrive in our busy, fast-paced, deadline-driven environment. We use our experience to make a difference. We know how to challenge and we have the courage of our convictions.
Being together: We play for Team Aggreko and value the expertise of everyone around us. We’re accountable and we hold others to account.
Being innovative: We never miss an opportunity to learn, to look out, or to be better.

Aggreko is an equal opportunity employer. We are committed to providing an inclusive environment that allows each employee to be their best based upon their merit, talent and aspiration. We do not discriminate, and we abide by the laws in the locations in which we operate.

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