Executive Assistant

Building Design Partnership Limited; Greater London; On-site; GBP 28,000 - 36,000; Full time

Benefits offered by this job

Learning opportunities

Mentoring scheme

Competitive remuneration package

Employee profit share

Private medical insurance

Life insurance

Season ticket loans

Wellbeing events

Inclusive culture

Job summary

Building Design Partnership Limited (BDP) is seeking an experienced Executive Assistant/Office Administrator to provide high-level support across a busy project environment. You will manage diaries, organise meetings, coordinate client engagements and assist with document formatting and QA across Word, PowerPoint and InDesign.

Join a multidisciplinary team with a hybrid working policy (three days in the office, two days remote).

Qualifications

• Experience supporting senior stakeholders and client-facing activities.
• Ability to manage diaries, coordinate meetings and track actions.
• Strong written and verbal communication skills with attention to detail.
• Proficiency in Microsoft Office and Adobe InDesign/Acrobat.

Responsibilities

• Provide administrative and coordination support across the Project Task Order and maintain accurate project information.
• Manage diaries, organise meetings, issue invitations, book rooms and refreshments, prepare minutes and track actions to completion.
• Coordinate client and Employer meetings, including room bookings, on-site logistics and attendee support.
• Support preparation, formatting and QA of reports, presentations, minutes, submissions and project documentation.
• Maintain project trackers and support team communication, onboarding, holiday tracking, travel arrangements and access requirements.
• Support design report development, managing templates, content updates, comments and QA across Word, PowerPoint and InDesign.
• Provide wider project support including risk register updates, multidisciplinary coordination and general admin to support senior staff.

Skills

Executive support

Stakeholder liaison

Time management

Multitasking

Communication

Tools

Microsoft Outlook

Word

Excel

PowerPoint

Teams

Adobe InDesign

Acrobat

Job description

Key Responsibilities

• Provide administrative and coordination support across the Project Task Order, ensuring project administration processes are followed and information is kept accurate and up to date.
• Manage diaries, organise meetings, issue invitations, book rooms and refreshments, prepare minutes and track actions through to completion.
• Coordinate client and Employer meetings, including room bookings, on-site logistics, access arrangements and general support for attendees.
• Support the preparation, formatting and quality assurance of reports, presentations, meeting minutes, submissions and project documentation.
• Maintain project trackers and support consistent team communication, including staff onboarding and offboarding notifications, CV notifications, holiday tracking, travel arrangements and access requirements.
• Support design report development, including creating and managing templates, adding and updating content, addressing comments, formatting, quality assurance and submission checks across Microsoft Word, PowerPoint and Adobe InDesign.
• Provide wider project support including risk register updates, multidisciplinary team coordination, team building and social event organisation, mini-site support and general administration to reduce pressure on senior, technical and commercial staff.

About you

• Experience as an Executive Assistant, Office Administrator, Project Administrator or in a similar coordination role.
• Confident working in a busy project environment, able to manage competing priorities and comfortable supporting senior stakeholders, project teams and client-facing activities.
• Strong organisational and time‑management skills, with the ability to manage diaries, coordinate meetings, track actions and keep information accurate and up to date.
• Excellent communication skills, both written and verbal, with the confidence to liaise professionally with colleagues, clients, the Employer and external stakeholders.
• Excellent attention to detail and strong written English, with the ability to support document formatting, report preparation, presentations, templates, comment resolution and quality checks to a consistent standard.
• Strong digital skills, including Microsoft Office applications such as Outlook, Word, Excel, PowerPoint and Teams, with experience using Adobe InDesign and Acrobat to support reports, presentations, templates, formatting and document quality assurance.
• A proactive, flexible and collaborative approach, with the confidence to use initiative, anticipate what is needed, stay calm under pressure, adapt to the dynamic nature of project delivery and support the wider team in delivering a high-quality service.
• Strong interpersonal skills, with a positive, approachable and professional manner, discretion when handling sensitive information, resilience, reliability and the ability to build effective working relationships across a multidisciplinary team.
• Experience supporting staff onboarding and offboarding, CV preparation or notifications, holiday tracking, risk registers, team communications, travel and access arrangements would be helpful.
• Eligible for security clearance, in line with the requirements of the project.
• Experience working in a design, construction, consultancy or project-based environment would be beneficial, particularly where coordination, document control and client-facing support are required.

Benefits

• Wide range of learning opportunities to encourage personal and professional career development, including sponsorship and profession-led CPD events.
• Annual appraisals and a mentoring scheme supported by an internal online learning platform.
• Competitive remuneration and benefits package that includes an employee profit share scheme, tax‑efficient smart benefits, private medical insurance, life insurance, long‑term sickness insurance, interest‑free season ticket loans, health screening, opportunity to buy/swap holidays and enhanced maternity and paternity provision.
• Regular international and studio‑based social, sporting and charitable events, such as month‑end socials, hiking club, wellbeing webinars and toolbox talks.
• Employee forums to give everyone a platform to have a voice and be heard, driving cultural change and creating an engaged, inclusive organisation.

BDP is actively fostering an inclusive organisation where people can be themselves and everyone has a sense of belonging. We want our teams to be diverse at every level, reflecting the communities we design for. As designers, we will create spaces for all that promote equity, wellbeing and participation within the built environment. We actively encourage people from a variety of backgrounds with different skills, professional and life experiences, to join us and help us to achieve our aspirations. We also welcome applications from candidates who wish to work flexibly. BDP also operates a hybrid working policy which is usually three days in the office and two days working from home.