Executive Assistant

Ameresco; Bristol; Hybrid; GBP 30,000 - 40,000; Full time

Job summary

A leading energy solutions provider is seeking an Executive Assistant for their Bristol office. This hybrid role involves managing executive calendars, coordinating meetings, and handling office administrative tasks. The ideal candidate has over 4 years of relevant experience and is skilled in Microsoft Office, particularly Microsoft Suite and Teams. Attention to detail, effective communication, and organizational skills are essential. The position also involves occasional travel to London and requires familiarity with AI tools.

Qualifications

• About 4 years of experience in an Office Manager, Admin/Executive Assistant or similar role.
• Experience working with remote teams and leadership personnel.
• Ability to travel between Bristol and London, England.
• Exposure and familiarity with AI tools is a plus.

Responsibilities

• Manage executives' diaries and coordinate meetings.
• Organise travel arrangements and office events.
• Handle invoices, purchase orders, and vendor setup.
• Act as First Aider and Fire Warden.

Skills

Attention to detail

Communication skills

Organisational skills

Microsoft Suite proficiency

Multi-tasking

Tools

Microsoft Teams

Concur

Job description

Overview

Ameresco, Inc. (NYSE:AMRC) is a leading energy solutions provider dedicated to helping customers reduce costs, enhance resilience, and decarbonize to net zero in the global energy transition. We are a trusted, full-service partner to public sector and government entities, K-12 schools, higher education, utilities, and healthcare customers across the U.S., Canada, the U.K., and Europe.

At Ameresco, we show the way by developing, constructing and operating tailored smart energy efficiency solutions, distributed energy resources, and infrastructure upgrades that drive cost savings, resilience, decarbonization, and innovation. Our comprehensive portfolio is built to address the challenges of today and adapt the future, ensuring long-term sustainability and success for our customers.

Position Overview

Our Bristol office has an opportunity for an Executive Assistant. This role will be hybrid (at least 3 days per week) in our Bristol office with occasional travel to London. The ideal candidate will be detail oriented, proactive and an effective communicator. The Executive Assistant will report to the General Manager of the UK.

Responsibilities

Executive Support

• Manage executives’ diaries, prioritise meetings, and coordinate internal and external meetings.

• Coordinate travel arrangements.

• Coordinate meetings with external partners and other organisations.

• Set up and manage the approval system with executive, allowing documents to be approved and returned without email back-and-forth, saving Executive’s time and inbox traffic.

• Prepare management meeting packs and reports and follow up on actions. Maintain the organisation chart.

• Submit and track executive expenses.

• Act as Board Secretary for the BCL (board papers, minutes, compliance). Provide general secretarial support for executives.

Office & Admin

• Answer office calls and redirect as needed. (Bristol & London).

• Organise quarterly all-hands meetings, prepare slides, venue, refreshments (London office).

• Co-Organise monthly all-hands meetings, prepare slides, refreshments (Bristol). Coordinate the Annual management offsite/ strategy day.

• Coordinate office refurbishment and relocation projects. (London office).

• Coordinate office refurbishment and relocation projects (Bristol).

• Manage London office maintenance and notify staff of any works. (London office).

• Manage Bristol office maintenance and notify AMRC & VF staff of any works. (Bristol).

• Liaising with the Building Management to advise of upcoming visitors or relay important building updates.

• Maintain the weekly whereabouts tracker.

• Maintain Othership desk booking platform (Bristol).

• Order stationery and office supplies. (Bristol & London).

• Order Coffee & tea supplies (Bristol.).

• Maintain and clean coffee machine (Bristol).

• Receiving/distributing incoming post and parcels.

• Ensure PPE is available and reorder when needed. Keep company insurance certificates up to date and displayed. (London office).

• Office induction and tour for AMRC & VF new starters (Bristol).

• Set up access cards to BCL office for AMRC, BCC & VF new starters (Bristol). Maintain the Who’s Who wall and New Starters introduction for AMRC, BCC & VF (Bristol).

Finance, HR & Other Tasks

• Handle invoices, purchase orders, requisitions, and vendor setup.

• Book couriers for urgent legal or project documents. (Printing/ binding in London office).

• Arrange taxis for ministerial visits to sites and projects (Bristol).

• Set up employee ID cards for new starters. (London).

• Liaise with IT to maintain and store new equipment (Bristol).

• Coordinate contract signing and NDAs via DocuSign.

• Assist HR with onboarding, Right to Work checks, and training when required. (Passport checks in-person if requested by HR).

• Organise the Christmas party and other staff events (London).

• Co-Organise BCL Summer Party & Winter Wrap up/ Christmas Party events, venue, refreshments, activities (Bristol).

• Arrange new-baby gifts (£100 M&S voucher).

• Arrange sympathy flowers after bereavement (£50 with local florist).

• Organise staff leaving drinks & e-card.

Health & Safety

• Act as First Aider and Fire Warden. (site-specific to London).

• Organise First Aider and Fire Warden training in BCL office (Bristol).

• Organise PAT testing, Fire Extinguisher Servicing and other maintenance needs in the BCL office (Bristol).

• Attend Ameresco H&S committee meetings.

• Liaise with H&S to ensure office is compliant with UK H&S standards (Bristol).

• Remind and assist H&S about annual PAT testing and fire extinguisher servicing (London premises).

• Perform other duties as assigned.

Minimum Qualifications

• About 4 years of experience in an Office Manager, Admin/Executive Assistant or similar role.

• Experience working with remote teams and leadership personnel.

• Ability to travel between Bristol and London, England.

• Must be versed in Microsoft Suite, Microsoft Teams, and Concur.

• Working in the public sector is preferred.

• Exposure and familiarity with AI tools is a plus.

Personal Attributes

The successful candidate will have great attention to detail, professionalism, and have an innovative approach to work. They will be customer oriented, with a can-do attitude, passionate about renewable energy is a plus. They should be able to demonstrate excellent organisational skills including the ability to multi-task, prioritise work under pressure and achieving completion within deadlines.

AMERESCO is an Equal Opportunity Employer.

All official communications from Ameresco will originate from an @ameresco.com email address. Any correspondence from other domains should be regarded as fraudulent. Please report any suspicious activity to the platform where the issue was encountered.