Executive Assistant

Executive Assistant


Company Cairn
Job Title Executive Assistant
Line Manager Regional Director
Type of contract Permanent
Location Stavanger, Norway

Purpose of Role 

To act as the first point of contact for the UK & Norway Regional Director and to provide a pro-active secretarial / administrative service for the Regional Director and her Management Team.

Principal duties

Diary management

  • ensure the Regional Director and the Management Team’s diaries are managed effectively, prioritising meeting requests, avoiding clashes, re-arranging meetings when required and ensuring that each days schedule runs as smoothly as possible and that the Regional Director and the Management Team attends meetings on time with the appropriate documents / papers


  • organise both internal and external meetings; prepare and circulate papers / agendas in advance of meeting; maintain and produce minutes / records of meetings attended and follow up on agreed actions
  • ensure video conferencing facilities / conference calls are set up in advance of planned meetings
  • arrange team meetings; teambuilding events; one-to-one meetings with team members; and team lunches and dinners
  • meet and greet visitors as required
  • inform reception of all external visitors in advance


  • assist the Regional Director in managing e-mail / routine correspondence
  • typing, preparing and printing correspondence, reports, minutes of meetings, letters, etc
  • opening and distributing incoming mail to relevant team members
  • maintaining the Regional Directors contact lists on outlook and LinkedIn and file business cards appropriately


  • arrange travel and accommodation for the Regional Director. This would include organising flights, trains, taxis, hotels and formulating travel itineraries
  • preparing visa applications and ensuring that the Regional Director and the Management Team members have relevant inoculations in advance of travel


  • photocopying, scanning and binding of documents and organising couriers
  • filter telephone calls, documents, correspondence and messages ensuring information is passed to the Regional Director or forwarded to the appropriate member of the Management Team in a timely manner


  • complete expense forms for Regional Director and her Management Team


  • support specific projects on behalf of the Regional Director
  • prepare power-point presentations to a high level for both internal and external audiences
  • provide occasional reception/switchboard cover
  • maintain the UK & Norway regional page on Source and upload documents as required
  • carry out such other related activities as delegated by the Regional Director

Skills/Experience Required


  • good standard of secondary education

Relevant Experience/Skills

  • prior experience of operating as a PA/EA at a senior level including experience of Outlook and correspondence management
  • proficiency in Microsoft Word, Excel, PowerPoint and Outlook.
  • ability to produce accurate minutes of meetings
  • high level of integrity with the ability to maintain trust and confidentiality
  • ability to work under pressure in a fast-moving environment and flex as required, working extra hours if needed
  • demonstrate methodical approach and strong attention to detail
  • ability to plan, prioritise and deliver to tight timescales
  • initiative and self-motivation
  • ability to work quickly with accuracy and attention to detail
  • able to build and maintain effective relationships and networks both internally and externally
  • able to communicate clearly and concisely both verbally and in writing, both in Norwegian and English

Company Values and High Performing Behaviours


  • Respect
  • Relationships
  • Responsibility

High Performing Behaviours

  • Be Safe
  • Be Focused
  • Be Open
  • Be Collaborative
  • Be a Leader
  • Be Empowered
  • Be Entrepreneurial


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