Executive Assistant

Construct London; London; On-site; GBP 30,000 - 50,000; Full time

Job summary

Construct London, part of the Together Group, is seeking an Executive Assistant to support the Founder and Business Development Director. The role involves comprehensive diary management, client support, and coordination of internal and external communications. This position is perfect for a proactive individual who excels in a dynamic environment and values confidentiality.

Qualifications

• Experience in diary management and scheduling required.
• Ability to handle confidential information.
• Proven track record of client support and organizational skills.

Responsibilities

• Proactively manage the Founder and Business Development Director's calendar.
• Prepare for Board meetings, including documentation and minutes.
• Support client care and liaise with various teams effectively.

Skills

Communication

Prioritization

Confidentiality

Job description

About Us: We are a creative agency with an emphasis on quality and craftsmanship. For over 20 years, we have collaborated with some of the most desirable heritage and contemporary brands, offering rebranding, brand creation, and strategic guardianship. We operate across two studios in the UK. We are also part of Together Group, more than 600 individuals across 12 agencies with 30 offices in 16 key cities. Together, we are a global group of industry-leading agencies focused on the luxury and lifestyle sectors across hospitality, placemaking, luxury goods, fashion, jewelry, art, design, and beauty.

Purpose of the role:

Executive assistant to the Founder and the Business Development Director of Construct London Limited, part of Together Group.

The role involves supporting this leadership team with the day-to-day administration of their workload, ensuring efficiency, clear communication, effective prioritization, and sensitivity in all relationships with the agency, group, client, and partners.

Responsibilities:

Diary Management:

• Proactively schedule internal and external meetings through diary management, building good working relationships with external PAs and support staff.
• Book meeting spaces as required.
• Schedule meetings (in person, video conferencing, phone calls, etc.) as requested.
• Update diary and studio schedule.
• Provide all necessary details ahead of meetings, including attendees, Zoom details, dial-in information, and agenda (provided by PM).

Board Meetings:

• Handle confidential and potentially market-sensitive information as directed on behalf of the Together Group and Construct Executive Function.
• Administer board meeting planning and calendar scheduling, ensuring all meetings are in the diaries and flagged in advance for preparation.
• Prepare board packs as directed by the Construct Executive Function.
• Circulate and file board packs, minutes, and approvals.
• Manage activities accurately, carefully plan, ensure timely distribution, and maintain a clear filing process.

Construct Executive Function Support:

• Offer executive assistance support as required.
• Assist in producing documents, briefing papers, reports, and presentations.
• Provide contract administration support.
• Liaise with group functions as required.
• Administer special projects and sensitive information.
• Support client care, including preparing for meetings and administering hospitality.
• Coordinate with the operations/office manager for travel, IT services, and other support services.
• Collaborate with Construct London Limited's management team to prioritize leadership's time effectively.
• Coordinate with Together Group leadership and agency founders as requested.