Executive Assistant

Artifex Interior Systems is pleased to confirm the below opportunity within our business:

The Executive Assistant provides comprehensive administrative, organisational and coordination support to the Chief Executive Officer, Senior Leadership Team and Business Office. The role is responsible for ensuring the effective planning and coordination of leadership activities, governance forums, executive meetings, travel, events, internal communications and day‑to‑day business administration.

The Executive Assistant plays a key role in supporting the smooth operation of the Business Office by managing priorities, coordinating leadership governance activities, preparing executive documentation and ensuring actions are effectively tracked and followed through. Acting as a trusted point of contact for internal and external stakeholders, the role requires a high level of professionalism, discretion and attention to detail.

Working within a fast‑paced global automotive manufacturing environment, the Executive Assistant builds effective relationships across the organisation, supports the delivery of business priorities, and consistently maintains the highest standards of confidentiality, service and professionalism.

• Provide proactive support to the CEO, Senior Leadership Team and Business Office.
• Manage complex and frequently changing executive calendars, ensuring effective prioritisation of time and commitments.
• Coordinate the Senior Leadership Team governance cadence, ensuring meetings are effectively planned, actions are tracked, and decisions are appropriately documented.
• Prepare meeting agendas, briefing materials, presentations, minutes, decision logs and action trackers, ensuring robust documentation and follow-through of agreed actions.
• Manage incoming communications, identifying priorities and ensuring timely responses and follow-up.
• Act as a primary point of contact for internal and external stakeholders engaging with the CEO.
• Assist with the preparation of executive presentations for the Board, Shareholder and Customers.
• Track key deliverables and milestones arising from executive reviews and business plans.
• Coordinate domestic and international travel arrangements, including complex itineraries.
• Organise executive meetings, leadership conferences, customer visits and company events.
• Manage hospitality arrangements and executive logistics.
• Develop and coordinate internal communications across company channels, including the SharePoint intranet and internal newsletters, working with key stakeholders to support clear and consistent messaging.
• Handle highly sensitive and confidential information with absolute discretion.
• Ensure compliance with company policies relating to confidentiality, data protection and information security.

• Experience supporting C-suite executives, preferably a CEO or Senior Leadership Team.
• Strong diary, meeting and travel management skills.
• Excellent organisational, planning and prioritisation abilities.
• Strong written and verbal communication skills.
• Proficient in Microsoft 365 (Outlook, Word, PowerPoint, Excel, Teams and SharePoint).
• Experience preparing agendas, minutes, presentations and executive communications.
• Ability to manage competing priorities within a fast paced environment.
• Ability to manage confidential information with discretion and professionalism.

• Experience supporting Board or Leadership Team activities.
• Experience coordinating conferences and events.
• Knowledge of corporate governance processes and executive reporting.
• Experience creating internal communications and newsletter content.

• Highly organised, proactive and dependable.
• Professional, discreet and trustworthy.
• Strong attention to detail.
• Excellent interpersonal and stakeholder management skills.
• Positive, resilient, adaptable, and solutions oriented.
• Calm under pressure.

Note:

this is not an exhaustive list. All employees are expected to show flexibility and continued self‑development to meet the ever‑changing needs of the business. All job descriptions / vacancy notices will be subject to…