EA to CEO

The Chartered Institute of Building (CIOB); City of Westminster; On-site; GBP 39,000 - 48,000; Full time

Benefits offered by this job

Competitive salary

Benefits package

Private pension

Private medical insurance

Wellbeing resources

Career development

Inclusive environment

Investors in People Gold

Job summary

The Chartered Institute of Building (CIOB) in London is seeking an experienced Executive Assistant to support the Chief Executive. You will provide a comprehensive executive secretarial service, triaging queries and liaising with internal and external contacts to help CIOB deliver its strategic objectives.

Key duties include diary management, arranging meetings and travel, preparing briefings, taking minutes, and coordinating meetings and visits across the UK and abroad.

Qualifications

• Ability to anticipate actions and respond for the CEX.
• Excellent organisational skills with ability to plan and prioritise.
• Strong verbal and written communication with all stakeholders.
• Good interpersonal skills to build effective relationships.
• Advanced digital skills including MS Office, SharePoint and CRM.
• Excellent time management and ability to meet deadlines.
• Proactive, able to work independently with minimal supervision.
• Attention to detail in editing and proofreading documents.
• Strategic thinking beyond immediate tasks.
• Proven EA experience supporting a busy CEX.

Responsibilities

• Act as central point of contact for the Chief Executive and triage enquiries.
• Manage the CEX’s diary, meetings, travel and venues.
• Prepare briefings and documents for meetings.
• Secretary to Leadership Team; take minutes and manage papers.
• Coordinate travel itineraries and cost-effective arrangements.
• Liaise with internal and external stakeholders for CEX-related matters.
• Arrange and coordinate meetings, committees and visits in the UK and overseas.
• Oversee room bookings, catering, and conference call arrangements.

Skills

Organisational skills

Verbal communication

Written communication

Interpersonal skills

Time management

Strategic thinking

Proactive work ethic

Tools

MS Office

SharePoint

CRM systems

Job description

Job Title:Executive Assistant to Chief Executive

Location: London/Hybrid working

Working Hours: Full time, 36 hours per week

Contract Type: Permanent

Salary: £43,267 per annum

About Us

We are the Chartered Institute of Building (CIOB), and we are at the heart of a management career in construction. We are the world's largest and most influential professional body for construction management and leadership, and our members work worldwide in the development, conservation and improvement of the built environment. Perhaps most importantly, we are tasked with promoting good practice within our industry to improve quality of life for every one of us.

About the Role

We are looking for an Executive Assistant to support our Chief Executive (CEX) providing a comprehensive and efficient executive secretarial and administrative service to the CEX. The role will be responsible for acting as the first point of contact liaising with internal and external contact, triaging queries and proactively supporting them in delivering the CIOB’s overall strategic objectives.

Key Responsibilities will include:

• Acting as a central point of contact for the Chief Executive. Deal with all telephone, email and postal enquiries, assessing priority, maintaining accurate records and taking action as necessary.
• Managing the CEX’s diary and appointments using Microsoft Outlook ensuring effective use of time, organising meetings and conference calls, booking meeting rooms and refreshments, prepare agendas, follow up on progress, source and book external venues when required
• Supplying briefings and documents for relevant meetings.
• Acting as Secretary to the Leadership Team to include but not limited to taking minutes and arranging papers.
• Managing travel arrangements and itineraries for CEX ensuring these are appropriate and cost-effective in line with Institute policy and processes.
• Liaising regularly with the President, Officers and Institute staff, along with outside Institutions and companies on behalf of the CEX.
• Arranging and co-ordinating meetings, committees and visits for CEX both within the Institute and externally throughout the UK and overseas.
• Managing all room bookings, conference call arrangements, catering requirements, and travel and accommodation arrangements for the CEX and meeting attendees.

About You

The ideal candidate will have the following skills and experience:

• Ability to anticipate required actions and responses on behalf of the CEX, to help manage workloads and response real-time to straightforward requests on behalf of the CEX.
• Excellent organisational skills with ability to plan, prioritise and deliver on a number of tasks concurrently and manage changing priorities.
• Excellent verbal and written communication skills with the ability to deal confidently and courteously with people at all levels both within and outside the organisation with a confident professional approach.
• Good interpersonal skills with ability to build and maintain effective working relationships, whilst being able to assert authority and make appropriate decisions on behalf of the CEX.
• Advanced digital skills including MS Office applications, particularly SharePoint and CRM systems to enable smarter working with colleagues across the organisation.
• Good time management skills, comfortable working quickly and delivering to tight deadlines.
• Ability to work proactively and on own initiative, being able to prioritise with minimal supervision.
• Strong attention to detail, with the ability to accurately edit and proofread documents and communications.
• Ability to think strategically and beyond the immediate question or task in hand.
• Proven EA experience supporting a busy CEX, working with multiple teams on shared ambitions.

Why Work For Us?

We offer not only the opportunity to make a real difference through your work but also a friendly, flexible, and supportive working environment. Here’s what you can expect:

• A Competitive Salary
• Generous Benefits Package:
  • 25 days holiday (rising to 29 with service) plus bank holidays, a birthday day off, and Christmas closure.
  • Private pension scheme with employer contributions and free pension advice.
  • Private medical insurance (includes Online GP and Wellbeing Assistance) and a Health Cash Plan (includes dental and optical cashback).
  • Enhanced family-friendly policies and life assurance.
  • Access to resources supporting wellbeing, including an Employee Assistance Programme and mental health first aiders.
• Development Opportunities: Learning and development tailored to your career growth.
• Inclusive Environment: We’re a disability-committed and EDI-focused employer, with values that celebrate diversity and inclusivity.
• Recognition: We are proud to say that we hold a Gold Investors in People Award – which we really hope will show you our commitment to you as an employer.