Executive Assistant

Navartis; London; On-site; GBP 30,000 - 45,000; Full time

Job summary

A leading company in the railway and infrastructure sectors is seeking a proactive Executive Assistant to support its Senior Leadership Team. This dynamic position requires strong organisational skills and the ability to manage various administrative tasks effectively while ensuring confidentiality. The successful candidate will handle diary management, client communications, and internal coordination while working in a fast-paced environment.

Qualifications

• Proven experience in a similar role, preferably in construction or infrastructure.
• Outstanding organisational and multitasking abilities.
• Excellent written and verbal communication skills.

Responsibilities

• Manage diaries for Directors and schedule various meetings.
• Prepare and proofread reports and presentation documents.
• Support client-facing communications and manage executive-level communications.

Skills

Organisational skills

Communication

Attention to detail

Confidentiality

Multitasking

Education

Experience as Executive Assistant

Tools

Microsoft Office Suite

Document management systems

Job description

Social network you want to login/join with:

We are seeking a highly organised, proactive, and resourceful Executive Assistant to provide vital support to the Senior Leadership Team, and wider leadership of a busy Structural Examination Company working within the UK railway, infrastructure, and highways sectors. This role demands someone who can manage fast-paced project needs, handle confidential information, and ensure the day-to-day executive functions are carried out smoothly and professionally.

The key responsibilities for this Executive Assistant role are:

Executive Support:

• Manage diaries for Directors, including scheduling meetings, site visits, audits, and external appointments.
• Prepare, format, and proofread reports, tenders, and presentation documents.
• Handle travel arrangements (vehicle hire, hotel bookings, train tickets) in line with project requirements.

Project and Operational Support:

• Monitor and maintain project trackers for key client contracts.
• Collate and submit monthly and quarterly reporting packs (e.g., KPIs, audit outcomes, Health and Safety performance).
• Manage Business Document Control System.
• Assist the Delivery team with project mobilisation and closeout activities, including arranging inductions, PPE distribution, and vetting compliance documents.

Internal Coordination:

• Act as the point of contact for internal staff queries related to administrative processes.
• Coordinate team meetings, ensuring agenda preparation, note-taking, and action tracking.
• Manage with onboarding administrative tasks for new starters.
• Support with recruitment.
• Organise internal training sessions, health and safety briefings, and refresher courses.

Client Interface:

• Support client-facing communications, including confirming meeting times, collating pre-meeting materials and recording actions.
• Manage executive-level communications with Network Rail, Transport for London, Highways England, and Local Authorities as needed.

Office and Compliance Administration:

• Assist with maintaining ISO accreditations (e.g., 9001, 45001) through document tracking and audit preparation.
• Oversee office equipment contracts, supplies management, and facilities coordination.
• Liaise with insurance providers and fleet management.

Skills and experience required for this Executive Assistant role are:

• Proven experience as an Executive Assistant, Personal Assistant, Human Resources Assistant or Office Manager preferably within construction, rail, civil engineering, surveying, or infrastructure industries.
• Outstanding organisational and multitasking abilities.
• Excellent written and verbal communication skills.
• Strong attention to detail and confidentiality.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to work independently and prioritise tasks under pressure.
• Experience working with document management systems (e.g., SharePoint, DocuSign, CRM platforms) is advantageous.

Desirable knowledge, skills & experience for this Executive Assistant role are:

• Understanding of railway terminology, project lifecycles, and basic health and safety principles.
• Familiarity with railway compliance frameworks such as Sentinel, PTS (Personal Track Safety), and Network Rail standards.
• Knowledge of ISO management systems (particularly ISO 9001, ISO 45001).