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Executive Assistant to the COO

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Beam

1mo ago

  • Job
    Full-time
    Senior Level
  • People, HR & Administration
    Business, Operations & Strategy
  • Aberdeen

AI generated summary

  • You need 5+ years of experience, ideally as an EA to C-level, in energy or B2B. Must demonstrate strong organizational skills, discretion, stakeholder management, and adaptability.
  • You will support the COO by managing communication, scheduling, travel, and administrative tasks, while assisting in strategic projects and collaborating with the Business Support Team.

Requirements

  • Proven experience as an Executive Assistant, preferably supporting C-level executives, for 3+ years with at least 5 years of work experience
  • Previous experience in (renewable) energy, maritime work, industrials, or similar B2B environments, with some understanding of crewing, asset management, and/or PMO
  • Strong organisational, multitasking, and time-management skills with the ability to plan and prioritise to meet deadlines
  • Strong interpersonal skills, with a positive and kind attitude
  • Ability to represent their Executive, acting as an extension of that person and ensuring discretion and confidentiality at all times
  • Stakeholder management, with experience of both upward and downwards management
  • Flexible and adaptable, with an understanding of the demands of supporting a busy Executive
  • Previous experience in offshore wind and/or marine surveying a plus
  • Previous experience in a growth/scale up environment strongly preferred
  • Experience with stakeholder management in a 250+ person company
  • Previous experience supporting a COO, with a strong commercial and operational awareness
  • Experience working at a high-tech company, using a variety of tech tools, strongly preferred

Responsibilities

  • Serve as a strategic partner to the COO, offering insights, managing priorities, and helping with day-to-day decision making
  • Act as a liaison between the COO and internal/external stakeholders, ensuring smooth communication and follow-ups
  • Manage the COO’s inbox, sorting through and prioritising content and preparing draft responses where possible
  • Oversee the COO’s calendar, prioritising appointments and managing scheduling conflicts
  • Handle travel arrangements for the COO, including building complex itineraries, booking travel and accommodation
  • Support the COO and wider team with general administrative duties, such as preparing memos, letters, presentation decks, and other documents
  • Manage phone calls, taking messages, and supporting external visitors or guests. Deal with highly sensitive and confidential information appropriately, demonstrating a high level of emotional intelligence
  • Coordinate and prepare materials for board meetings and track COO related executive actions
  • Assist in the preparation of presentations, reports, and other materials for meetings and strategic initiatives
  • Conduct research and gather data to support strategic projects operations activities
  • Ownership of ad-hoc projects and activities from inception to completion
  • Work closely with the Business Support Team, collaborating effectively and contributing to the overall success of the team and their Execs

FAQs

What qualifications are required for the Executive Assistant to the COO position?

The ideal candidate should have a proven experience as an Executive Assistant, preferably supporting C-level executives for 3+ years, along with at least 5 years of overall work experience. Familiarity with renewable energy, maritime work, or similar B2B environments is also beneficial.

Where is this position located?

The Executive Assistant position is located in Aberdeen and requires on-site presence 5 days per week.

What is the salary range for this position?

The salary for the Executive Assistant to the COO position is up to £55,000 depending on experience, plus an additional up to 10% company bonus.

What are the main responsibilities of the Executive Assistant?

Key responsibilities include serving as a strategic partner to the COO, managing the COO's calendar and inbox, handling travel arrangements, preparing administrative documents, coordinating board meeting materials, conducting research, and supporting various ad-hoc projects.

Is experience in the renewable energy sector preferred?

Yes, previous experience in renewable energy, particularly related to offshore wind and marine surveying, is considered a plus for this role.

What kind of work environment can I expect at Beam?

Beam is described as a dynamic, mission-focused, and results-driven organization, which values creativity, collaboration, and a proactive approach to problem-solving.

What benefits are offered to employees at Beam?

Employees at Beam enjoy a range of benefits including flexible working options, 33 days of annual leave (increasing to 43 days), private medical insurance, career development opportunities, a pension plan, life assurance, and a volunteering day, among others.

What does the interview process entail?

The interview process includes an application review, a Talent Partner interview, an aptitude test, a team interview, a conversation with the COO, and then an offer if successful.

How does Beam support employee development?

Beam supports employee development through opportunities such as paid courses, conferences, a curiosity fund for non-role related learning, and recognition for outstanding work.

Are there any specific skills required for stakeholder management?

Yes, strong interpersonal skills, the ability to prioritize and manage various tasks, and an understanding of both upward and downward stakeholder management are essential for this role.

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Beam

Transforming how the world supports those left behind, through the power of people and technology. Join us 🚀

Government
Industry
51-200
Employees
2017
Founded Year

Mission & Purpose

Beam is an award-winning Tech for Good start-up and crowdfunding platform that supports homeless people and refugees into stable jobs and homes. Funded by the Mayor of London and the world's top tech entrepreneurs, and partnered with over 50 government bodies, Beam’s service is transforming how the world supports those left behind. A breakthrough innovation in social mobility, Beam has been covered widely in the media, including by the BBC, The Times, The FT, The Independent, Evening Standard, Sky, Time Out and others. Also named one of London’s Top 10 Startups by WIRED magazine and Top 15 UK Startups by LinkedIn.