JOB TITLE: Executive Assistant
REPORTS TO: CFO
DEPARTMENT: Group/Management
About Us:
MSI‑Defence Systems Limited is a UK defence company with a rich heritage in the design and delivery of naval weapon systems. We are trusted by our global customer-base to provide high‑integrity, mission‑critical solutions that fulfil the most challenging operational requirements. The company combines deep engineering expertise with disciplined project delivery to support complex, long‑term contracts in highly assured environments.
MSI‑Defence Systems has entered an exciting phase of sustained growth. Building on its strong foundation, the business has expanded its capabilities into land-based systems, applying the same structured engineering, manufacturing, and commercial disciplines that underpin its success. Continued investment in people, processes, and facilities enables the company to take on increasingly complex work while preserving the values that have earned customer trust.
About the Role:
The Executive Assistant (EA) provides high-level, confidential administrative and operational support to a small number of Directors operating within a defence and high-security environment. The role requires exceptional discretion, sound judgement, and the ability to handle sensitive and classified information in accordance with security policies and procedures.
The EA will play a key role in enabling the Directors to operate effectively by managing priorities, coordinating activities, and ensuring robust administrative support in a secure and compliant manner.
The primary responsibilities will include but are not limited to:
Executive & Strategic Support
* Provide comprehensive executive support to a small number of Directors.
* Manage complex diaries, scheduling meetings, briefings, and secure engagements.
* Act as a trusted gatekeeper, prioritising communications and requests appropriately.
* Prepare high-quality briefing packs, agendas, presentations, and correspondence.
* Attend meetings as required, taking accurate minutes and tracking actions.
Communication & Coordination
* Liaise with internal teams, senior stakeholders, and external partners as appropriate.
* Coordinate and arrange meetings, ensuring correct handling and distribution of information and requirements.
* Draft, review, and format documentation to a high standard, adhering to security classification requirements.
Governance, Compliance & Administration
* Maintain secure document management systems and records.
* Process expenses, travel, and administrative requests in line with internal controls.
* Assist with project coordination and priority initiatives as directed.
Security &Confidentiality
* Handle information at varying security classifications in strict compliance with security protocols.
* Maintain absolute discretion and professionalism at all times.
* Identify and escalate security concerns or risks in line with policy.
The secondary responsibilities will include but are not limited to:
* Supporting with occasional reception tasks if required.
* Support visitor management processes, including sign-in procedures and liaison with security teams if required.
* Assist with meeting room set-up, coordination, and general office logistics.
* Provide ad hoc administrative support to the wider team during peak periods if required.
About the Person:
Essential
* Proven experience as an Executive Assistant or Personal Assistant supporting senior leaders.
* Exceptional organisational skills and attention to detail.
* Strong written and verbal communication skills.
* Demonstrated ability to handle highly sensitive information appropriately.
* Confidence working autonomously and managing competing priorities.
* Proficiency in Microsoft Office and secure digital systems.
Security Requirements
* Current SV clearance or eligibility and willingness to undergo vetting (SV)
* UK nationality and residency requirements as applicable to SV clearance
Desirable
* Experience working within defence, government, national security, or highly regulated environments.
* Familiarity with classified meeting management and secure information handling.
* Experience supporting board-level or senior executive teams.
Key Working Relationships:
Internal
* Directors
* SMT
* Security
* Project Management
* Finance
* HR
External
* Contractors
* Clients
* Travel Providers