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Executive Assistant & Company Secretarial Coordinator

MJM Marine Ltd
Newry

Quick apply

Job details

4 days ago

Qualifications

Microsoft Powerpoint
Microsoft Word
Meeting coordination
Corporate travel itinerary planning
Microsoft Outlook
Travel arrangements
Stakeholder liaison
Administrative support experience
Filing
Legal secretarial experience
Microsoft Office Suite
Research
Databases
Accommodation booking
Organisational skills
Company secretarial coordination
Executive support experience
Communication skills

Full job description

Executive Assistant & Company Secretarial Coordinator

Company Overview

The Rathbane Group is a second-generation, family-led business, headquartered in Newry, Northern Ireland with locations across the UK, Ireland and Poland and is the parent brand for a group of companies comprising MJM Marine, Mivan, Topglass, NTS and Rathbane Holdings. The Rathbane Group is a world-leading business delivering high end fitout and manufacturing services across a range of sectors on both marine and land-based projects. We offer a complete spectrum of services to include pre-construction, design, manufacturing, technical, resourcing and project management. We take a partnership approach and believe in building long term relationships by working with our clients and our communities.

Main Duties/Responsibilities

Provide confidential and proactive executive support to the Group Managing Directors.
Manage complex diaries, schedules, correspondences and priorities, anticipating requirements and resolving conflicts where possible.
Organise meetings and events, including preparation of agendas, briefing papers, presentations and other supporting materials.
Take accurate minutes at Board and senior management meetings, distribute minutes promptly and follow up agreed actions.
Manage internal and external communications on behalf of the Group Managing Directors, acting as a key point of contact and prioritising matters requiring their attention.
Coordinate travel arrangements, itineraries, accommodation and expenses.
Draft correspondence, reports and presentations and undertake research or analysis as required.
Build and maintain effective relationships with senior internal and external stakeholders.
Maintain appropriate records, databases and filing systems.

Company Secretarial & Governance Support

Provide administrative and operational support for the corporate governance requirements of the Group and its subsidiary companies.
Coordinate Board and subsidiary company meetings, including agendas, Board packs, minutes and action tracking.
Liaise with Directors and relevant stakeholders regarding Board and governance matters.
Maintain statutory registers and corporate records and coordinate required Companies House filings.
Maintain accurate records of Group entities and Directors and support changes to the Group corporate structure.
Support the Group and subsidiary company Financial Controllers with company secretarial and governance matters.
Support the Groups governance and risk management activities through the administration and coordination of Group insurance arrangements,
Help ensure compliance with relevant corporate governance requirements and internal policies.

Person Specification

Essential

Minimum 4 years relevant experience in an Executive Assistant, Legal Secretary, Paralegal or similar professional support role, ideally supporting senior executives, directors or board-level activities.
Excellent organisational and prioritisation skills, with the ability to work independently and manage competing demands.
Excellent written and verbal communication skills.
Strong attention to detail and the ability to handle confidential and commercially sensitive information with discretion.
Strong Microsoft Office skills, including Outlook, Word, Excel and PowerPoint.
Confident working with senior internal and external stakeholders.

Desirable

Working knowledge of Companies House requirements and corporate governance principles.

For further information contact Paula McDermott on [email protected] or telephone 02830258450.

MJM Marine is an Equal Opportunities Employer.

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