Executive Assistant

Balfour Beatty plc; Greater London; Hybrid; GBP 34,000 - 52,000; Full time

Benefits offered by this job

40% remote working

25 days annual leave

Pension scheme

Family-friendly policies

Staff discounts

Job summary

Balfour Beatty plc is seeking an Executive Assistant to join the Major Projects business in London, providing comprehensive administrative and analytical support to the Managing Director and Senior Leadership Team.

You will design efficient office processes, manage complex diaries, coordinate meetings and travel, and maintain secure filing systems while upholding confidentiality. A proactive, discreet approach and excellent communication are essential.

Qualifications

• Experience supporting a Managing Director or senior leadership.
• Excellent organisational skills and initiative.
• Discreet handling of sensitive information.
• Strong written and verbal communication.
• Ability to build relationships across teams.
• Prioritisation under pressure with tight timelines.

Responsibilities

• Devise and maintain efficient office administration processes.
• Organise and produce confidential papers and reports.
• Coordinate business unit meeting rhythm with PAs.
• Multi diary management and schedule planning.
• Screen communications and respond on behalf of the project director.
• Arrange senior leader meetings, events and conferences.
• Book UK and overseas travel and accommodation.
• Maintain filing systems and archiving.
• Maintain confidentiality on sensitive issues.
• Support other EAs during absences or peak periods.
• Collate and review internal presentation documents.

Skills

Executive PA experience

Strong organisational skills

Effective communication

Discretion and confidentiality

Relationship building

Prioritisation under pressure

Tools

SharePoint

PowerPoint

Word

Excel

Job description

About the role

Amazing infrastructure isn’t the only thing that gets built here. Incredible careers do too.

We're seeking an Executive Assistant to join our Major Projects business, providing a wide range of administrative and analytical support to the BBMP Managing Director and wider Senior Leadership Team members.

What you'll be doing

• Devise and maintain efficient office administration processes to ensure a smooth and efficient service is delivered to team members
• Organise and produce complex (confidential) papers and reports
• Work with the other Personal Assistants ensure the Business Unit meeting rhythm is coordinated and maintained
• Undertake multi diary management and plan schedules in diaries to optimise the working day of the Project Senior Leadership Team members
• Screen incoming mail, telephone calls, emails and messages and manage responses directly on behalf of the project director, as required
• Arrange and attend senior leader meetings, events and conferences as required, to collate action logs, chase updates and ensure appropriate facilities are organised
• Book UK and overseas travel and accommodation
• Prepare and track personal expenses and other ancillary expenditure
• Maintain accurate and secure paper based/electronic filing systems, including archiving
• Maintain full confidentiality of sensitive and confidential business issues
• Support the work of other Executive / Personal Assistants across BBMP business during periods of absence or unexpected high volumes of work activity
• Perform ad hoc confidential project work as required
• Collate and review internal presentation documents

Who we're looking for

• Skilled user of SharePoint and Microsoft packages including PowerPoint, Word and Excel
• Previous experience of providing EA / PA support to a Managing Director and Senior Leadership Team
• Highly organised and able to work on own initiative with limited supervision
• Discreet and confidential and able to handle issues with great sensitivity
• Ability to engage and build effective relationships
• Strong communication and influencing skills
• Demonstrable ability to prioritise and manage conflicting priorities during busy periods
• Is able to demonstrate a logical, proactive approach
• Possesses a high degree of attention to detail
• Proven ability to work well under pressure and to tight timescaless

Why work for us

Day in, day out, our teams deliver some of the UK’s most ambitious, exciting and meaningful projects; developing, building and maintaining the vital infrastructure that supports national economies and strengthens communities.

Why join us?

As if contributing to and supporting work that makes life better for millions wasn’t rewarding enough, we offer a full range of benefits too. You’ll have the freedom to shape the package that’s right for you and your life. Here are some of our key benefits:

• Smart working, giving you more flexibility such as staggered start and finish times, with up to 40% remote working, where roles allow.
• 25 days paid annual leave (pro rata)
• Family friendly policies which include 28 weeks full pay for maternity/adoption leave and four weeks full pay for paternity/partners leave
• Pension, share incentive plan, volunteering leave, recognition schemes and much more…

About us

Diversity and inclusion

At Balfour Beatty we believe that diversity and inclusion are essential components of any successful, happy workplace. Through our Value Everyone Diversity and Inclusion Strategy and Action Plan, we are growing our diverse workforce and developing our inclusive culture where everyone is able to thrive and reach their full potential, regardless of their identity or background. To find out how we are making this a reality, visit www.balfourbeatty.com/diversityandinclusion

To help and support us with our desired commitment to create an inclusive culture we are members of WISE, enei, Business Disability Forum and the Association for Black and Minority Ethnic Engineers (AFBE). In 2020, we signed the Audeliss and Involve Open Letter to demonstrate our commitment to taking key long term and sustainable actions on Black Inclusion. Balfour Beatty is also a Gold Award holder in the Ministry of Defence 'Employer Recognition Scheme' and actively encourage applications from Armed Forces personnel, veterans and reservists.

As a Disability Confident Employer, we are committed to working with people who have disabilities and long-term health conditions to remove barriers for them in obtaining employment. We are also committed to offering applicants with a disability an interview if they meet the minimum requirements for the role. For more info, visit https://disabilityconfident.campaign.gov.uk/

We are looking to continually improve our resourcing process and ensure that it is fair and inclusive for all. If you have any feedback on the process, please share this with us at [e-mail]