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Executive Assistant - Office Coordinator, Fareham
Client: SAAB Seaeye
Location: Fareham, United Kingdom
Job Category: Other
EU work permit required: Yes
Job Reference: 2ed688c9a61a
Job Views: 13
Posted: 28.04.2025
Expiry Date: 12.06.2025
Job Description
Introduction
Saab UK is part of Saab Group’s global high-technology operations, offering solutions in defence, aviation, space, and civil security. We combine Swedish and British innovation to provide cutting-edge products and services, aiming to keep people and society safe. Our UK operations are experiencing rapid growth, offering numerous opportunities for personal and career development. Saab UK values diversity and offers a rewarding work environment that respects individual needs beyond work commitments.
Role Purpose
As an Assistant to the Managing Director (MD), you will provide efficient administrative, organizational, and logistical support, including:
* Arranging travel, visas, and accommodation
* Managing expenses and official entertainment claims
* Handling incoming emails and correspondence on behalf of the MD
* Organizing diaries and meetings
* Conducting specific projects and research
* Planning events and social activities
* Taking minutes during meetings
* Traveling to key meetings within the UK and occasionally to Sweden
As an Office Coordinator, you will ensure the smooth operation of the office, maintaining high levels of organization, communication, and safety for staff and visitors.
Key Responsibilities
* Serving as the first point of contact for guests, staff, and inquiries
* Ordering and organizing office and kitchen supplies, maintaining supplier relations
* Keeping office and communal areas presentable
* Maintaining the Visitors Book and security logs, issuing security passes, and ensuring visitors are accommodated with refreshments
* Coordinating conference room bookings and ensuring rooms are well-equipped and tidy
* Handling general administrative duties, including photocopying and scanning
* Managing Saab ID cards, alarm codes, and access requests
* Acting as Fire Warden
* Auditing office equipment periodically
* Supporting the Facilities Manager and handling mail and parcels
* Supporting offsite events and special projects
* Traveling to other offices as needed
Essential Skills
* Proven experience as a senior-level assistant requiring tact and discretion
* Flexibility and willingness to work occasional out-of-hours/weekends
* Proactive, adaptable, and able to work independently
* Strong communication, negotiation, and relationship-building skills
* Excellent organizational, IT, and problem-solving skills
* Leadership qualities and ability to 'make things happen'
* Knowledge of working within a defence environment is advantageous
* Proficiency in PowerPoint and Word
* Team-oriented with a solution-focused approach and high standards
* Personable, approachable, and an effective communicator
* Creative problem solver with inventive solutions
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