Executive Assistant

Octavius Infrastructure Ltd; Reigate; Hybrid; GBP 40,000 - 54,000; Full time

Benefits offered by this job

Company Car scheme

Private Healthcare

Pension

Life Assurance cover

25 days Annual Leave

Hybrid working where possible

Paternity & Maternity package

Job summary

Octavius Infrastructure Ltd is seeking an experienced Executive Assistant to join the team on a maternity cover contract of up to 12 months. You will provide high-level, proactive support to the Executive Leadership Team, enabling strategic priorities and business growth.

This role requires exceptional diary management, travel coordination, and discreet handling of confidential information, with responsibility for coordinating leadership events, reports, and meetings across multiple

Qualifications

• Proven experience supporting senior leaders in a corporate environment.
• Strong diary management and calendar coordination across multiple stakeholders.
• Demonstrated ability to handle confidential information with discretion.
• Excellent organisational and time-management skills with attention to detail.

Responsibilities

• Provide high-level, proactive support to the Executive Leadership Team, enabling strategic priorities and business growth.
• Manage complex diaries, coordinate meetings, travel arrangements and executive schedules across multiple stakeholders.
• Act as a trusted contact for internal and external stakeholders, handling communications with discretion.
• Coordinate leadership events, conferences and business activities, ensuring seamless planning and delivery.
• Prepare reports, presentations, meeting materials and agendas, tracking actions and deliverables.
• Drive continuous improvement of executive support processes to enhance efficiency and collaboration.

Skills

Diary management

Stakeholder coordination

Communication

Confidential handling

Organisational skills

Education

Administrative/business qualifications

Tools

Microsoft Office Suite

Microsoft 365 Copilot

Job description

We are recruiting for an Executive Assistant to join us here at Octavius to cover a maternity leave. This is a contract of up to 12 months.

We are a leading civil engineering organisation delivering safe, sustainable, and efficient transport solutions across the UK.

You'll be working on…. (what your role and responsibility is)

• Providing high-level, proactive support to our Executive Leadership Team, enabling them to focus on strategic priorities, organisational performance and business growth.
• Managing complex diaries, coordinating meetings, travel arrangements and executive schedules across multiple stakeholders and competing priorities.
• Acting as a trusted point of contact for internal and external stakeholders, handling communications and confidential information with professionalism and discretion.
• Coordinating leadership events, conferences, forums and business activities, ensuring seamless planning and delivery.
• Preparing reports, presentations, meeting materials and agendas, whilst tracking actions and ensuring key deliverables are completed.
• Driving continuous improvement in executive support processes, identifying opportunities to enhance efficiency, collaboration and ways of working.

You'll work with… (because relationships are important)A team of highly motivated, dedicated professionals across the business, supporting our Executive Leadership Team and collaborating with colleagues, clients, suppliers and external partners to help deliver successful outcomes across our infrastructure and transport frameworks.

Highly organised, proactive and able to anticipate the needs of senior leaders in a fast-paced environment.

• An excellent communicator with strong interpersonal skills and the confidence to engage with senior stakeholders both internally and externally.
• Able to manage multiple priorities, work autonomously and adapt quickly to changing business demands.
• A natural problem solver with exceptional attention to detail and a solutions-focused mindset.
• Experienced in handling sensitive and confidential information with professionalism and discretion.
• Skilled at coordinating complex activities, events and executive priorities, ensuring deadlines are met and expectations exceeded.
• Positive, resilient and collaborative, with the ability to thrive under pressure.

You'll bring… (your wealth of experience & qualifications)

• Proven experience as a Senior Executive Assistant, Executive Assistant or in a similar high-level administrative support role.
• Strong diary management, stakeholder coordination and executive support experience within a corporate environment.
• Experience organising business travel, executive meetings, leadership events, conferences and forums.
• Excellent organisational and time-management skills, with a demonstrated ability to prioritise competing demands effectively.
• Proficiency in Microsoft Office Suite, Microsoft 365 Copilot and other digital tools that improve productivity and collaboration.
• Knowledge of expense management, invoice processing and budget tracking.
• Experience coordinating activities across multiple business functions and stakeholders.
• Experience within the construction, infrastructure or engineering sector would be advantageous, but is not essential.
• Relevant administrative or business qualifications are desirable, with additional qualifications in executive support, office management or project coordination viewed favourably.
• Flexibility to support the needs of the business and Executive Team as required.

You'll receive…. (because we value you)We offer a competitive rewards package, including a Company Car scheme, Private Healthcare, Pension, Life Assurance cover, 25 days Annual Leave (and a day off for your birthday). You'll also have access to Hybrid working where possible, an enhanced Paternity & Maternity package and the opportunity to develop yourself personally and professionally.