Job Description
Management Assistant & Business Support
Location: [Aberdeen / hybrid] – Minimum 3 days a week in the office
Contract: [Fixed-term ] - Initial 12 months contract with potential permanent position
Hours: [Full-time / Part-time] - Core hours between 10am-3pm
Salary: [Competitive, dependent on experience]
The Role
We are seeking a highly organised and proactive Management Assistant & Business Support to provide comprehensive administrative, operational, and technical document support across the business. This key role supports the leadership and management team while coordinating client and supplier portals, QHSE activities, document control, contractor and recruitment administration, and general office operations.
This role suits a detail-driven professional with strong technical documentation skills who enjoys managing complex information, supporting senior stakeholders, and ensuring high standards of accuracy and compliance in a dynamic working environment.
Key Responsibilities
Executive & Business Support
* Provide high-level administrative and executive support to the company leadership and management team
* Coordinate email communication, mailboxes, diaries, meetings, travel arrangements
Project Contractor, Applicant, Recruitment & Deployment Coordination
* Coordinate contractor onboarding, compliance checks, and documentation
* Support recruitment administration, applicant tracking, and interview coordination
* Maintain sub-contractor data base
* Assist Marine Managers with incoming job requirements, checking sub-contractor availability, travel and interface with client.
* Issue Job Instruction in line with Company sub-contractor management system
* Liaise with contractors, candidates, and hiring managers
Client & Supplier Portals
* Maintain client and supplier portals, ensuring all documentation is current and compliant
* Upload, monitor, and manage certifications, policies, and contractual documentation
* Track portal requirements and deadlines, escalating risks or gaps as needed
QHSE Support
* Provide administrative and document control support to Quality, Health, Safety & Environmental processes
* Assist with audits, policies, procedures, risk assessments, and compliance records
* Maintain training, incident, and certification records
Document Quality Control & Technical Documentation
* Maintain document quality control systems, ensuring version control, approval workflows, and accessibility
* Technically prepare, format, proof, and quality-check business documentation, reports, and presentations
* Create and update professional reports, bid/support documents, procedural documentation, and presentations
* Ensure documents align with brand, compliance, and client requirements
* Manage confidential and sensitive documentation with discretion
Office & Administrative Support
* Support day-to-day office operations and administration
* Maintain systems, databases, and operational records
* Assist with procurement, supplier coordination, and general administrative duties
About You
* Proven experience in a Business Support, Executive Assistant, Document Quality Control, or senior administrative role
* Strong technical document preparation and formatting skills
* Excellent attention to detail and document accuracy
* Self-motivated, highly organised problem solver with the ability to manage competing priorities
* Highly proficient using Microsoft Office (Word, Excel, PowerPoint) and online portal systems
* Experience supporting QHSE, contractor management, or recruitment processes is desirable
* Professional, discreet, and comfortable working with fast paced senior leadership
* Confidentiality, handle sensitive information with discretion and maintain confidentiality in all aspects of the role.
* Exceptional organizational skills with the ability to manage multiple tasks and prioritize effectively.
* Problem-Solving Abilities, Ability to anticipate needs and proactively address challenges that may arise in the executive's schedule or projects.
What We Offer
* A varied, influential role at the core of business operations
* Exposure to executive decision-making and strategic projects
* A flexible, collaborative and supportive working environment
* Competitive salary and benefits package
* Opportunities for professional development
How to Apply
Please submit your CV and a short covering statement outlining your suitability for the role to recruitment@seacroftmarine.com