Exec Support & Office Administrator (Part Time)

Overview & Responsibilities

The purpose of this role is to serve as the operational anchor and administrative backbone for our UK facility, ensuring day-to-day office operations run seamlessly, professionally, and without disruption. This is a dedicated part-time position that requires a 100% in-office, physical presence during working hours. The post-holder operates as an agile, on-site professional capable of establishing credible, clear communication across all tiers of the organization from staff personnel to senior leaders and third-party partners.

• Multilevel Communication: Requires the proven capability to communicate clearly, tactfully, and effectively with all levels of employees, departmental managers, executive leadership, and external vendors.
• Operational Coordination: Responsible for the direct coordination of comprehensive office operations, localized facility services, and site-specific administrative responsibilities.

Contact with Others

This position operates within an active, highly interconnected business network, requiring consistent interaction with local personnel as well as cross-functional corporate teams across the wider geographic footprint. The role acts as a primary operational connector, bridging local site realities with regional shared-service standards and corporate priorities.

• Local Office Engagement: Regular and ongoing daily contact with the local UK office team, providing administrative alignment and team-level support.
• Regional Support Network: Frequent interaction and collaboration with broader regional teams across key corporate disciplines, including:Operations ManagementFinance & AccountingInformation Technology (IT)Environmental Health & Safety (EHS)Human Resources (HR)Legal & Regulatory AffairsCommercial Sales and Account Management

UK Office Based Activities

The primary focus of this role is to provide dedicated administrative leadership and operational facilitation for the UK office team, ensuring business continuity, strict compliance, and high organizational efficiency during scheduled part-time office hours. The post-holder handles everything from executive meeting logistics to complex statutory documentation, maintaining total discretion across all sensitive matters.

• Primary Administrative Leadership: Serve as the core administrative support specialist and initial on-site point of contact for the UK office team.
• Meeting & Event Management: Plan, coordinate, and execute all internal and external team meetings, company functions, corporate events, and specialized internal or customer dining engagements.
• Document & Personnel Confidentiality: Uphold the highest standard of confidentiality, discretion, and data integrity regarding sensitive personnel records, proprietary business information, and commercial files.
• Cross-Departmental Liaison: Act as a central communication liaison across operational units to remove bottlenecks, enhance information flow, and streamline day-to-day workflows.
• Travel Management: Coordinate and oversee comprehensive domestic and international travel arrangements—including flight schedules, lodging, ground transit, and related travel itineraries—for the UK office team.
• Expense Administration: Manage end-to-end expense reconciliation, report drafting, and budget tracking for members of the UK office team in alignment with corporate travel and entertainment policies.
• Legal Documentation Interface: Serve as the designated interface for UK legalized documentation, coordinating apostilles, notarial paperwork, and formal business filings in partnership with legal counsel.

Background and Experience

The ideal candidate brings a proven record of administrative excellence, sound organizational judgment, and the poise necessary to support a fast-paced corporate environment within a structured part-time schedule. This role demands a disciplined balance between technical systems competence, strict ethical standards, and adaptable problem-solving capabilities.

Education and Work Experience

• Minimum of a High School Diploma (or equivalent secondary education) combined with 7 to 10 years of relevant, progressive administrative or office support experience; OR
• An Associate Degree coupled with a minimum of 5 years of dedicated Executive Assistant experience in a corporate or regional office setting.

Technical Systems & Tools

• Core Software Suite: Demonstrated working proficiency across the Microsoft Office suite (Word, Excel, PowerPoint) and Lotus Notes.
• Enterprise Systems Knowledge: Familiarity and practical exposure to enterprise platforms including Oracle, Workday, and Adobe Acrobat.

Core Skills and Competencies

• Organization & Prioritization: Strong organizational abilities with a disciplined approach to workload prioritization and multi-tasking under time-sensitive deadlines.
• Communication & Professionalism: Superior written and interpersonal communication skills marked by diplomacy, discretion, and polished corporate presentation.
• Autonomy & Agility: Proven capability to work independently with minimal oversight, safeguard confidential assets, and pivot smoothly in response to changing business priorities.
• Discretion & Confidentiality: Absolute integrity and trustworthiness in managing highly sensitive personnel and business matters.
• Time Management & Problem Solving: Rigorous personal time management paired with proactive, resourceful problem-solving and interpersonal abilities.

Base Location & Work Schedule

This is a part-time permanent position based in Basingstoke, UK on a fully on-site working basis.

The world turns to Ebara Elliott Energy.

Customers throughout the world choose Ebara Elliott Energy for the design, manufacture and service of their critical rotating equipment. EEE’s global service network routinely installs, overhauls, repairs, upgrades and rerates machines from any manufacturer. Customers everywhere turn to EEE for precision engineering, extraordinary reliability and unparalleled service.

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