Executive Assistant

JFD Ltd; United Kingdom; On-site; GBP 60,000 - 80,000; Full time

Job summary

A leading engineering services company in the UK seeks an Executive Assistant to support the Head of Defence Division. The role involves managing SLT calendars, coordinating international travel, and ensuring effective communication within the team. We are looking for someone with advanced Microsoft 365 proficiency, strong organizational skills, and discretion in handling confidential information. A competitive salary and benefits package is offered, along with career development opportunities in an inclusive and supportive culture.

Benefits

Private Medical Insurance

Life Assurance

Cycle to work scheme

Company Pension

Qualifications

• Experience in international travel coordination.
• Capability to work independently and within a team.
• Ability to build collaborative relationships.

Responsibilities

• Manage multiple SLT calendars and global travel.
• Coordinate meetings and capture next steps.
• Develop efficient methods to gather and share data.

Skills

Advanced proficiency in Microsoft 365

Excellent written and verbal communication skills

Attention to detail and accuracy

Organizational skills

Discretion in handling sensitive information

Job description

Please note that this role requires security checks.

The Role:

The Executive Assistant will provide vital support to the Head of Defence Division—part of the James Fisher Executive Committee—enabling them to focus on strategic leadership across the organisation. Acting as a trusted strategic partner to the Senior Leadership Team, you will enhance their efficiency and impact by keeping priorities on track and proactively removing administrative pressures before they arise.

Based in Inchinnan, you will work closely with the UK Senior Leadership Team while operating at the heart of the Defence Division, and you will also play an important role within the wider Group Executive Assistant Team.

What you’ll be doing:

• Manage multiple SLT calendars and global travel, co‑ordinating schedules, logistics and documentation to ensure seamless time and travel management.
• Co‑ordinate meetings end‑to‑end—agendas, presentations, minutes and actions—attending when needed to capture next steps, track progress and ensure SLT accountability to the Head of Defence Division.
• Develop efficient methods to gather and share data, reporting and tracking activities. Co-ordinating the collation of reporting data to and by the SLT.
• Support communications and engagement activities on behalf of the SLT, liaising with Marketing and Communications when required.
• Provide a welcoming presence to external visitors.
• Managing confidential or sensitive assignments on behalf of leaders, in particular the Head of Defence Division, Head of HR and Legal Counsel.
• Collate and ensure timely submission of expenses for SLT team members. Raising POs on their behalf and processing invoices.

What we’re looking for:

• Demonstrates advanced proficiency across Microsoft 365 (Outlook, Teams, Excel, Visio, SharePoint, PowerPoint) with strong IT capability and the ability to work confidently across multiple business systems.
• Excellent written and verbal communication skills.
• Excellent attention to detail and accuracy.
• Experienced in international travel co-ordination.
• Strong organisational skills, prioritising appropriately and able to support concurrent activities effectively.
• Maintain judgement and professionalism in all interactions, acting professionally as a representative on behalf the Senior Leadership Team.
• Capable of building collaborative relationships based on trust, reliability and integrity.
• Capable of working within a team and independently.
• Handling highly sensitive information with absolute discretion.
• Early finish on Fridays
• Competitive salary and benefits package aligned with experience (Private Medical Insurance, Life Assurance, Cycle to work scheme, Company Pension, etc.)
• Clear pathways for career development and organisational visibility
• Inclusive and supportive culture that values individual contributions
• Meaningful work with impact across safety, innovation, and global operations

About Us:

James Fisher is a global engineering services company operating across Energy, Defence, and Maritime Transport. With a strong heritage in maritime operations, we now deliver innovative solutions in challenging environments. Our One James Fisher strategy is focused on building a unified, sustainable business within the Blue Economy, driving progress through technology, expertise, and collaboration.

Visit our website at: Home | James Fisher and Sons plc

For more information about our values and behaviours, follow the link: About us | James Fisher and Sons plc

James Fisher Defence (JFD), part of the James Fisher Group, is a global leader in underwater capability, delivering cutting-edge diving, submarine rescue, and hyperbaric solutions to both commercial and defence markets. Operating worldwide, JFD is the foremost provider of submarine rescue services and a trusted name in submarine escape training. We’re also at the forefront of hyperbaric rescue innovation and a leading supplier of advanced diving equipment and saturation systems across the industry. Explore more about JFD

If this sounds like the ideal next step in your career, then click ‘apply’ now!

Due to the volume of applications, we receive for our vacancies, on occasion applications may close before the deadline, so please apply early to avoid disappointment.

James Fisher and Sons are committed to taking positive action on diversity and strongly encourage applications for candidates from all backgrounds. We are proud to be a Disability

Confident employer and recognise that our success depends on our talented and diverse workforce.