Executive Assistant

Facilities by ADF plc; Virginia Water; On-site; GBP 28,000 - 42,000; Full time

Benefits offered by this job

29 days holiday including Bank Holiday

Free on-site parking

Uniform provided

Eye tests and glasses contribution

Employee Assistance Programme

Wellbeing Programme

Mental Health First Aid

Refer a Friend Bonus

Recognition awards

Job summary

Facilities by ADF PLC is seeking an Executive Assistant to support the CEO, CFO and COO, manage complex diaries, travel arrangements, and the Longcross office. The role requires discretion, high organisation, and experience in a listed company environment.

You will coordinate meetings, prepare briefing materials, and act as a reliable liaison with staff, investors and external stakeholders, while ensuring smooth daily operations across UK sites.

Qualifications

• Experience supporting C-suite or board-level executives
• Excellent written and verbal communication with a professional manner
• Strong organisational skills with ability to manage priorities and deadlines
• Advanced proficiency in Microsoft Office and virtual meeting platforms
• Full UK driving licence and willingness to travel occasionally

Responsibilities

• Provide proactive diary management for the Executive Management Team, prioritising scheduling conflicts
• Organise UK and international travel itineraries including flights, accommodation and ground transport
• Prepare agendas, papers, presentations and briefing packs for meetings, events and investor engagements
• Take minutes and track actions from senior leadership meetings, ensuring timely completion
• Act as trusted point of contact between the Executive team and internal staff, investors, advisers and external stakeholders
• Manage sensitive and confidential information with discretion
• Draft, proofread and format correspondence, reports and presentations
• Coordinate logistics for site visits, away days and internal and external events
• Oversee day-to-day running of the Longcross office ensuring it is safe, well-presented and efficient
• Manage office procurement, negotiating with suppliers for value

Skills

Diary management

Travel coordination

Executive support

Communication skills

Organisational skills

Microsoft Office

Virtual meeting platforms

Tools

Microsoft Office

Virtual meeting platforms

Job description

Facilities by ADF is looking for an Executive Assistant to join the team!

Location: Longcross, Surrey, KT16 0EF (with occasional travel to other group sites)

Salay: Competitive

Contract: Full-time, permanent

Working Hours: Monday – Fri, 09:00-17:00

About Us:

Facilities by ADF is a leading provider of premium production facilities and services to the UK film and high-end television industry. The Group operates a modern, premium fleet of approximately 800 specialist vehicles and trailers across the UK, supporting productions for customers including Netflix, Disney+, Apple TV+, Amazon MGM Studios, Sky, Paramount+, BBC, ITV, Warner Bros., Universal and many others. Recent productions supported by the Group include Slow Horses, The Gentlemen, Rivals and Andor, to name a few.

Following the acquisitions of Location One and Autotrak, Facilities by ADF now offers a comprehensive range of production support services across our family of companies, spanning production facilities, location services, equipment hire and portable roadways. Together, the Group’s businesses enable Facilities by ADF to provide a seamless, one-stop service for productions across the UK. Our goal is to help simplify the production process for our production partners.

Executive Assistant – The Role:

This is a dual role combining high-level executive support to the Executive Management Team with day-to-day responsibility for running an efficient, well-organised Longcross office. The role holder will act as the first point of contact for the CEO and in turn CFO and COO (the Executive team), managing complex diaries and travel and ensure the office operates smoothly for all staff and visitors - a role well suited to someone who is highly organised, discreet, and comfortable operating at pace in a listed company environment (the Group houses 3 different companies under the corporate banner: ADF, Location One and Autotrak).

Executive Assistant – Key Responsibilities:

• Provide proactive diary management for the Executive Management Team, prioritising and resolving scheduling conflicts
• Organise UK and international travel itineraries including flights, accommodation and ground transport
• Prepare agendas, papers, presentations and briefing packs for meetings, events and investor engagements
• Take minutes and track actions from senior leadership meetings, ensuring timely completion
• Act as trusted point of contact between the Executive team and internal staff, investors, advisers and external stakeholders
• Manage sensitive and confidential information with discretion
• Draft, proofread and format correspondence, reports and presentations
• Coordinate logistics for site visits, away days and internal and external events
• Oversee day-to-day running of the Longcross office ensuring it is safe, well-presented and efficient
• Manage office procurement, negotiating with suppliers for value

Executive Assistant – You:

• Experience as an Executive Assistant supporting C-suite or board-level executives, ideally within a listed company
• Excellent written and verbal communication skills with a professional, confident manner
• Strong organisational skills with ability to manage competing priorities and tight deadlines
• Advanced proficiency in Microsoft Office and virtual meeting platforms
• Full UK driving licence and willingness to travel occasionally

Benefits:

• 29 days holiday including Bank Holidays, Incremental increase up to 33
• Free on-site parking with all our sites/depots
• We also provide free uniform if the role warrants it (trades) and branded clothing for other roles within reason
• Free Eye tests - and contribution towards glasses if the test shows they need glasses for VDU use only.
• Employee Assistance Programme
• Wellbeing Programme and Initiatives
• Mental Health First Aid support
• Refer a Friend Bonus Scheme
• Informal Recognition Awards (management recognition and peer-to-peer)

Facilities by ADF PLC is an equal opportunities employer and welcomes applications from all suitably qualified candidates