Executive Assistant

My client, a main contractor, based in London, who are a privately owned company. Their well-respected reputation and versatile expertise allow them to operate across numerous sectors, including commercial new build, fit out, cultural heritage projects, industrial, data centre and film studios

Confidential administrative support to the company owners, managing their schedules and communications. Also to support other members of the Board as and when needed. Adopt a strategic and forward-thinking mindset, taking a proactive approach to tasks to ensure the business runs smoothly.

Duties

Provide general EA/secretarial assistance to the Board Directors, acting as the first point of contact – screening emails, escalating and responding where necessary.


Manage / co-ordinate diaries for Directors. Arrange meeting rooms and hospitality as required.


Manage the flow of correspondence under the Directors responsibility and maintaining accurate records of all documents received, arranging execution in a timely manner, liaising with site teams to return documents and ensure necessary copies are taken.


Interface with commercial departments on site regarding legal and contractual issues.


Assisting with signature processes on legal and executive documentation via DocuSign or as required for a wet signature.


Organise the production of various reports for the Board etc. Prompt / organise input from other sources for final review by Directors.


Ensure that company standards are met regarding documentation processes.


Type and proofread correspondence, credit papers and reports accurately and in a timely manner, using Microsoft Word and Excel.


Assist with special projects and business initiatives, including research, data analysis, and presentation preparation.


Minute-take and produce lists of action points from meetings when required.


Monitor, track and action tasks, escalating and delegating where appropriate.


Maintain confidential files for Directors.


Maintain ‘Contact’ lists in Outlook.


Accurately processing invoices and expense management and facilitation for ensuring payment terms are met.


Arranging travel and hotel accommodation where required.


Liaise with BD team to help organise client and internal events.


Handle confidential information with the utmost discretion and professionalism.


Any other ad hoc duties as requested by your line managers and/or Director(s)/Manager(s).


Ensure the day runs smoothly and there are no issues or overlapping meetings. All external meetings should be confirmed the day before or morning of.


If necessary, call Director out of meeting where over running to ensure they’re on time for the next – must be aware of location at all times.


Anticipate the needs of Directors and proactively address any administrative challenges or issues.


Build and maintain strong working relationships both internally and externally and other key contacts at all levels.

Skills, Knowledge & Qualifications

Proven experience as an executive assistant or similar experience within the construction or related industry is a must


Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.


Excellent communication skills, both written and verbal.


Attention to detail.


Strong organisational and time management skills, with the ability to prioritise tasks and meet deadlines.


Discretion and confidentiality when handling sensitive information.


Ability to work effectively both independently and as part of a team.


Flexibility to adapt to changing priorities and work in a fast-paced environment.


Well-presented and mannered, particularly as dealing face to face with clients. • Experience working in the construction industry is desirable.

Main Objective

Provide comprehensive administrative support to the Board, enabling the Board to focus on their core responsibilities and strategic objectives