Executive Assistant

1st Step Solutions Ltd; City Of London; On-site; GBP 30,000 - 48,000; Full time

Benefits offered by this job

Competitive salary

Company car/allowance

Career progression

Private healthcare

Life assurance

Pension with employer contribution

Wellbeing programme

Job summary

1st Step Solutions Ltd in London seeks an Executive Assistant to support the Work Winning Director and team. The role focuses on administrative tasks, bid coordination and tender submissions from enquiry to final delivery.

You will manage diaries, coordinate meetings and maintain CVs and tender information, ensuring confidentiality and accuracy while supporting the work winning function.

Qualifications

• Experience in bid coordination, tender administration or a similar role.
• Experience in executive diary management and document control.
• Ability to coordinate information from multiple stakeholders and meet deadlines.

Responsibilities

• Coordinate tender activities from enquiry through to submission, with deadlines and deliverables.
• Download, review and distribute EOIs, PQQs and ITTs to relevant stakeholders.
• Set up and maintain bid folders, documentation, trackers and submission schedules.
• Coordinate bid responses across departments, drafting responses using approved company information.
• Issue and chase subcontractor enquiries, monitor responses and maintain accurate records.
• Format, quality-check and compile tender documentation for professional submissions.
• Manage tender uploads and submissions via client portals, ensuring compliance with requirements.
• Maintain bid records, business development trackers and the new project list.

Job description

1st Step Solutions are supporting an M&E Contractor who have an opportunity for a on a Executive Assistant to join our clients work Winning team on a Permanent basis based in Barbican.

Purpose of the Role

To provide efficient administrative, bid coordination and executive support to the Work Winning Director and team, ensuring the effective management of tenders and business development activities from enquiry through to submission.

The role is responsible for maintaining accurate bid documentation, coordinating internal and external inputs, managing deadlines and supporting the preparation of high-quality tender submissions.

Key Duties and Responsibilities

• Coordinate tender activities from initial enquiry through to submission, ensuring deadlines and deliverables are met.
• Download, review and distribute EOIs, PQQs and ITTs to relevant stakeholders.
• Set up and maintain bid folders, documentation, trackers and submission schedules.
• Coordinate bid responses across departments, gathering information and drafting responses using approved company information and resources.
• Issue and chase subcontractor enquiries, monitor responses and maintain accurate records.
• Format, quality-check and compile tender documentation, ensuring submissions are complete, consistent and professionally presented.
• Manage tender uploads and submissions via client portals, ensuring compliance with submission requirements and deadlines.
• Maintain bid records, business development trackers and the new project list, ensuring information is accurate and shared appropriately.

• Provide diary management and organisational support to the Work Winning Director.
• Coordinate meetings, appointments and team schedules as required.
• Maintain the Work Winning Team holiday calendar and support forward planning.
• Liaise with People & Culture to obtain and maintain CVs, staff profiles and supporting information for tender submissions.
• Ensure bid documents, shared folders and information repositories are accurate, current and accessible to authorised personnel.
• Handle confidential business information with discretion and maintain professional standards in all communications.
• Maintain organised electronic and physical records relevant to the Work Winning function.
• Support the upkeep of company certificates and relevant compliance documentation used in tender submissions.
• Ensure administrative processes and records comply with company policies and procedures.
• Provide appropriate cover for agreed duties during periods of absence, subject to competence and operational requirements.

Experience and Qualifications

Experience

• Experience in bid coordination, tender administration or a similar administrative support role.
• Experience in executive diary management and document control.
• Experience working to deadlines and coordinating information from multiple stakeholders.

Package:

• Competitive salary
• Company car or car allowance
• Opportunities for career progression
• Further technical and personal development
• 25 days holiday (up to 30 days with service) plus bank holidays
• Flexible holiday scheme
• Private healthcare scheme and life assurance
• Pension scheme with 5.5% employer contribution
• Wellbeing and employee assistance programme