Executive Assistant

Skilled Careers; London; On-site; GBP 35,000 - 45,000; Full time

Job summary

A construction firm in London is seeking a dedicated Executive Assistant to provide comprehensive support to its Board Directors. This role involves managing diaries, coordinating meetings, and handling confidential information. The ideal candidate will have proven experience as an executive assistant, superb attention to detail, and proficiency in MS Office. The position offers a full-time contract in a dynamic environment, ensuring smooth daily operations for the directors.

Qualifications

• Proven experience as an executive assistant or similar role.
• Flexibility to adapt to changing priorities in a fast-paced environment.
• Experience in the construction industry is desirable.

Responsibilities

• Manage and coordinate diaries for Directors.
• Type and proofread correspondence and reports accurately.
• Organise meetings and take minutes as required.

Skills

Excellent communication skills

Proficiency in Microsoft Office

Attention to detail

Strong organisational skills

Discretion and confidentiality

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Job description

Overview

Confidential administrative support to the company owners, managing their schedules and communications and to support other members of the Board as needed. Adopt a strategic and forward-thinking mindset, taking a proactive approach to tasks to ensure the business runs smoothly. Provide general EA/secretarial assistance to the Board Directors, acting as the first point of contact – screening emails, escalating and responding where necessary.

Base pay range

Direct message the job poster from Skilled Careers

Responsibilities

• Manage / co-ordinate diaries for Directors. Arrange meeting rooms and hospitality as required.
• Manage the flow of correspondence under the Directors' responsibility and maintain accurate records of all documents received, arranging execution in a timely manner, liaising with site teams to return documents and ensure necessary copies are taken.
• Interface with commercial departments on site regarding legal and contractual issues. Assist with signature processes on legal and executive documentation via DocuSign or as required for a wet signature.
• Organise the production of various reports for the Board. Prompt / organise input from other sources for final review by Directors.
• Ensure that company standards are met regarding documentation processes.
• Type and proofread correspondence, credit papers and reports accurately and in a timely manner, using Microsoft Word and Excel.
• Assist with special projects and business initiatives, including research, data analysis, and presentation preparation.
• Minute-take and produce lists of action points from meetings when required.
• Monitor, track and action tasks, escalating and delegating where appropriate.
• Maintain confidential files for Directors.
• Maintain ‘Contact’ lists in Outlook.
• Processing invoices and expense management and facilitation for ensuring payment terms are met.
• Arranging travel and hotel accommodation where required.
• Liaise with BD team to help organise client and internal events.
• Handle confidential information with the utmost discretion and professionalism.
• Any other ad hoc duties as requested by line managers and/or Director(s)/Manager(s).
• Ensure the day runs smoothly and there are no issues or overlapping meetings. All external meetings should be confirmed the day before or morning of.
• If necessary, call Director out of meeting where over running to ensure they’re on time for the next – must be aware of location at all times.

Knowledge, Skills & Qualifications

• Proven experience as an executive assistant or similar role, within the construction or related industry is a must.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Excellent communication skills, both written and verbal.
• Attention to detail. Strong organisational and time management skills, with the ability to prioritise tasks and meet deadlines.
• Discretion and confidentiality when handling sensitive information.
• Ability to work effectively both independently and as part of a team.
• Flexibility to adapt to changing priorities and work in a fast-paced environment.
• Well-presented and mannered, particularly as dealing face to face with clients.
• Experience working in the construction industry is desirable.

Seniority level

• Mid-Senior level

Employment type

• Full-time

Job function

• Administrative
• Industries: Construction

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