Executive Assistant to Chairman & Managing Director

About the RoleWyllie is seeking an experienced, highly capable and collaborative Executive Assistant to provide dedicated support to the Chairman, John Van Der Wielen, and Managing Director, Melissa Karlson.This is a trusted and varied position supporting two senior leaders across the activities of Wyllie, together with John's broader portfolio of Board, Chair, advisory and external appointments.The role combines high-level executive support with responsibility for the smooth day-to-day operation of the Wyllie office. Working closely with the PA / Administration Assistant and broader Wyllie team, the Executive Assistant will help create an organised, professional and well-run working environment.The successful candidate will be highly organised, responsive and discreet, with excellent judgement, strong interpersonal skills and the ability to move comfortably between complex executive priorities and practical office requirements.This role will suit someone who takes genuine ownership, whether coordinating an important Board commitment, managing competing diary priorities, welcoming a senior stakeholder or simply noticing that something within the office needs attention and ensuring it is taken care of.
Key ResponsibilitiesExecutive Support – Chairman & Managing Director• Provide high-level executive support to the Chairman and Managing Director.• Proactively manage complex and dynamic diaries, balancing competing priorities and ensuring time is allocated thoughtfully and effectively.• Coordinate meetings, appointments, functions and external engagements.• Anticipate upcoming requirements, deadlines and commitments and ensure both executives are appropriately prepared.• Manage correspondence, invitations, meeting requests and documentation.• Draft and prepare professional correspondence where required.• Exercise sound judgement in determining priorities, resolving diary conflicts and escalating matters where appropriate.• Develop a strong understanding of the priorities, relationships and working styles of both executives. • Act as a professional and trusted point of contact for internal and external stakeholders on behalf of the Chairman and Managing Director.• Maintain appropriate discretion and confidentiality across all matters.
Chairman's External Portfolio• Coordinate John's commitments across his broader Chair, advisory and external appointments.• Maintain oversight of Board calendars, meetings, papers, deadlines and associated commitments.• Liaise with Company Secretaries, Board members, executives, advisers and external stakeholders as required.• Coordinate Board papers and briefing materials and ensure relevant information is available ahead of meetings. Maintain a clear forward calendar of governance and Board-related obligations.• Coordinate speaking engagements, presentations, functions and other external commitments. Support the preparation of speeches, presentations, talking points and briefing materials where required.
Travel & Logistics• Coordinate domestic and international travel, including flights, accommodation, transfers, itineraries, meetings and associated logistics.• Prepare comprehensive and practical travel itineraries. Manage changes efficiently when circumstances evolve.• Coordinate complex schedules across multiple organisations, locations and time zones.
Office Management• Take shared responsibility for the smooth and professional day-to-day operation of the Wyllie office.• Manage office supplies, consumables and amenities, including monitoring stock levels and coordinating ordering and replenishment.• Ensure office presentation and facilities are maintained to an appropriate standard.• Liaise with suppliers, building management and external service providers as required.• Assist with office functions, meetings, catering and other internal requirements.• Work collaboratively with the PA / Administration Assistant to ensure executive and office requirements are managed efficiently.• Ensure appropriate coverage and continuity during periods of leave or competing priorities.
About YouYou will be an experienced Executive Assistant who enjoys working closely with senior leaders while also taking pride in contributing to a well-run office and team.
You will ideally demonstrate:• Significant experience supporting senior executives, ideally at CEO, Managing Director, Chairman or Board level.• Excellent organisation and diary-management capability.• Strong judgement and the confidence to act independently where appropriate.• An anticipatory working style, thinking ahead rather than simply responding to requests.• Excellent written and verbal communication.• Confidence engaging with senior and high-profile stakeholders.• Discretion and a strong understanding of confidentiality and reputation.• The ability to manage competing priorities across two executives with different responsibilities and working styles.• A calm, pragmatic and solutions-focused approach.• Strong attention to detail while maintaining sight of broader priorities.• A hands-on attitude and willingness to assist with practical office requirements when needed.• High standards of presentation and professionalism.• A strong sense of ownership and follow-through