Executive Assistant & Team Administrator

Ann Pettengell; Central Cambridge; On-site; CAD 64,000 - 93,000; Full time

Job summary

A high-technology defence start-up in Central Cambridge is seeking an Executive Assistant to support the Chief Engineer and manage administrative processes for the Engineering Team. This permanent role requires over 4 years of experience in administrative support, excellent organisational skills, and the ability to handle confidential information. A proactive and professional individual will excel in this dual-capacity position, initially office-based with possible remote work in the future.

Qualifications

• 4+ years of experience in administrative support roles, including 1+ year supporting senior leadership.
• Experience in a technical, engineering, or high-growth environment.
• Proven ability to manage multiple priorities in a dynamic environment.

Responsibilities

• Coordinate internal and external meetings, including candidate interviews and stakeholder briefings.
• Oversee onboarding logistics and manage return of equipment for offboarding.
• Handle confidential information with discretion and professionalism.

Skills

Organisational skills

Discretion

Communication skills

Time management

Proficiency in Microsoft Office

Job description

Please get in touch if you would like to discuss this role

Our client, a high-technology defence start-up, is seeking a proactive and highly organised professional to serve in a dual-capacity role as Executive Assistant to the Chief Engineer and Administrator for the Engineering Team. This is a pivotal position requiring discretion, initiative, and a strong sense of ownership. You will be instrumental in ensuring the smooth operation of both executive-level coordination and team-wide administrative processes.

This is a permanent position to start as soon as possible (those on notice will be considered). The site is located within close proximity to Central Cambridge, and you will initially be 100% office based, with the possibility of one day working from home in the future.

Executive Support

• Coordinate internal and external meetings, including candidate interviews and stakeholder briefings
• Protect and optimise the Chief Engineer's time through strategic prioritisation
• Take accurate minutes and track follow-up actions from leadership and technical meetings
• Organise domestic and international travel, including itineraries and logistics
• Plan and execute offsite events, team all-hands, and space planning initiatives
• Handle confidential information with discretion and professionalism
• Provide general executive support and act as a liaison between the Chief Engineer and internal/external stakeholders

CRM Coordination

• Oversee onboarding logistics: ensure completion of HR, security, and IT setup for new starters
• Coordinate offboarding: manage return of equipment and access deactivation
• Arrange travel and accommodation for engineering teams attending tests, supplier visits, or field deployments
• Maintain accurate records of team leave, training, and compliance documentation
• Identify and implement process improvements to streamline administrative workflows
• Support team communications and documentation, including templates, trackers, and shared resources

Person Specification

• 4+ years of experience in administrative support roles, including 1+ year supporting senior leadership
• Experience in a technical, engineering, or high-growth environment
• Proven ability to manage multiple priorities in a dynamic environment
• Proficiency in Microsoft Office
• Strong written and verbal communication skills

Preferred

• Familiarity with onboarding/offboarding processes and cross-functional coordination
• Demonstrated ability to work independently and anticipate needs
• Experience collaborating with other administrative professionals across departments

To apply

To apply for the role of Executive Assistant and Engineering Team Administrator, please send a covering letter together with a copy of your CV.

Ann Pettengell Ltd is acting as an Employment Agency for this vacancy.