Executive Assistant

Benjamin Grace Limited; Manchester; On-site; GBP 32,000 - 42,000; Full time

Job summary

Benjamin Grace Limited in Manchester is seeking an experienced Executive Assistant / Office Manager to support senior management and help establish a new Manchester office. The role blends PA/administration with office management and involvement in bids and tenders.

You will manage diaries, coordinate meetings, prepare papers, support onboarding, and coordinate facilities while fostering efficient processes and client communications.

Qualifications

• Experience in an Executive Assistant, PA, Office Manager or similar role.
• Highly organized with excellent attention to detail.
• Confident dealing with senior management, clients and external stakeholders.
• Proactive, commercially aware and comfortable working autonomously.
• Excellent at managing multiple priorities and deadlines.
• Interested in getting involved in bids, tenders and business development.
• Strong communicator with a professional and approachable manner.

Responsibilities

• Provide high-level PA and administrative support to senior management.
• Manage complex diaries, meetings, appointments and travel arrangements.
• Prepare meeting agendas, papers, presentations and correspondence.
• Take minutes and track actions where required.
• Manage confidential information and sensitive documentation.
• Coordinate internal and external meetings and communications.
• Support senior management with day-to-day administrative requirements.
• Take responsibility for the smooth day-to-day running of the Manchester office.
• Coordinate office facilities, suppliers, equipment and services.
• Manage office processes, systems and administrative procedures.
• Support onboarding of new employees as the team grows.
• Coordinate office events, meetings and team activities.
• Act as a key point of contact for visitors, clients and suppliers.
• Help establish effective processes and ways of working as the office develops.
• Provide initial administrative and coordination support for bids and tenders.
• Assist with preparation and formatting of tender submissions and supporting documentation.
• Coordinate information and responses from technical and commercial teams.
• Maintain bid/tender trackers, deadlines and submission schedules.
• Support the preparation of company capability statements, presentations and marketing materials.
• Develop an understanding of the company's services and markets to support future bid activity.
• Work closely with senior management and technical teams to ensure submissions are accurate, professional and delivered on time.

Skills

Executive Assistant

Office Manager

Diary management

PA support

Stakeholder liaison

Autonomous working

Job description

Type: Permanent

The Opportunity

This is a newly created opportunity to join an established and growing engineering and infrastructure business at an exciting stage of its development.

The business is expanding its presence in the North, with Manchester being a key part of its growth strategy. This role will play an important part in supporting that growth and helping to establish and develop the new office.

We are looking for an experienced Executive Assistant / Office Manager who is highly organised, proactive and commercially aware. This is a varied role that will combine traditional PA/Executive support and office management with involvement in bids, tenders and wider business development activity.

It is an excellent opportunity for someone who enjoys being involved in a business, wants genuine autonomy and would like the opportunity to help shape a new office and make the role their own.

Key Responsibilities

Executive / PA Support

• Provide high-level PA and administrative support to senior management.
• Manage complex diaries, meetings, appointments and travel arrangements.
• Prepare meeting agendas, papers, presentations and correspondence.
• Take minutes and track actions where required.
• Manage confidential information and sensitive documentation.
• Coordinate internal and external meetings and communications.
• Support senior management with day-to-day administrative requirements.

Office Management

• Take responsibility for the smooth day-to-day running of the Manchester office.
• Coordinate office facilities, suppliers, equipment and services.
• Manage office processes, systems and administrative procedures.
• Support onboarding of new employees as the team grows.
• Coordinate office events, meetings and team activities.
• Act as a key point of contact for visitors, clients and suppliers.
• Help establish effective processes and ways of working as the office develops.
• Provide initial administrative and coordination support for bids and tenders.
• Assist with preparation and formatting of tender submissions and supporting documentation.
• Coordinate information and responses from technical and commercial teams.
• Maintain bid/tender trackers, deadlines and submission schedules.
• Support the preparation of company capability statements, presentations and marketing materials.
• Develop an understanding of the company's services and markets to support future bid activity.
• Work closely with senior management and technical teams to ensure submissions are accurate, professional and delivered on time.

Business & Team Support

• Support the wider team with projects and business initiatives as required.
• Help improve administrative and business processes.
• Maintain accurate records and company documentation.
• Support client and stakeholder communications.
• Assist with business development activity and client events.
• Take ownership of tasks and projects rather than simply providing administrative support.

About You

We are looking for someone who is:

• Experienced in an Executive Assistant, PA, Office Manager or similar role.
• Highly organised with excellent attention to detail.
• Confident dealing with senior management, clients and external stakeholders.
• Proactive, commercially aware and comfortable working autonomously.
• Excellent at managing multiple priorities and deadlines.
• Confident producing professional documents, presentations and correspondence.
• Comfortable working with confidential and sensitive information.
• Interested in getting involved in bids, tenders and business development.
• A strong communicator with a professional and approachable manner.
• Someone who enjoys working in a growing business and helping to put structure and processes in place.

Experience within engineering, civils, construction, rail, infrastructure or a related technical environment would be highly desirable.

You don't necessarily need to have worked specifically in bids and tenders previously, but an understanding of the engineering, construction or infrastructure environment and an interest in developing this area would be beneficial.

Why Join?

This is a new role created as part of the company's growth in the North, making it a particularly exciting time to join.

Rather than stepping into an established office with set processes, you'll have the opportunity to help build and shape the Manchester operation from the outset. The role offers genuine autonomy, variety and visibility across the business, with the opportunity to develop your responsibilities as the company continues to grow.

For the right person, this could develop into a key position within the business, with the opportunity to become a central point of support across operations, senior management, bids and business development.