Executive Assistant

ADAM Architecture; Winchester; On-site; GBP 30,000 - 50,000; Full time

Job summary

An established industry player is seeking an Executive Assistant to join their dynamic support team. This pivotal role involves providing high-level administrative support to the Chief Operating Officer and the Executive Board, ensuring operational efficiency and success. The ideal candidate will possess exceptional organizational skills, discretion, and the ability to thrive in a fast-paced environment. Responsibilities include managing communications, preparing meeting materials, and coordinating events. If you are proactive, detail-oriented, and ready to make a significant impact, this opportunity is perfect for you.

Qualifications

• Exceptional organizational skills and discretion are essential.
• Ability to manage complex projects and executive calendars.

Responsibilities

• Provide high-level administrative support to senior leadership.
• Manage communications and prepare materials for meetings.
• Organize company events and coordinate travel logistics.

Skills

Administrative Processes

Project Management

Microsoft Office Suite

Communication Skills

Adobe Creative Suite

Interpersonal Skills

Problem Solving

Time Management

Education

Experience as Personal/Executive Assistant

Tools

Microsoft Office Suite

Adobe Creative Suite

Project Management Software

Job description

Application Deadline: 30 June 2025

Department: Administration

Location: Winchester, Hampshire

Description
We are looking for an Executive Assistant to join our large support team, focusing on providing assistance to the Chief Operating Officer and wider Executive Board as required. The Executive Assistant will serve as a vital partner to senior leadership, providing high-level administrative support to ensure operational efficiency and success. This role demands exceptional organisational skills, discretion, and the ability to handle diverse responsibilities in a fast-paced, dynamic environment. Acting as the primary point of contact for internal and external stakeholders, the Executive Assistant is a trusted confidant and facilitator who helps streamline communication, planning, and execution of executive-level initiatives.

Key Competencies, Skills & Requirements

1. In-depth understanding of administrative processes, project management, and office systems.
2. Proficient in Microsoft Office Suite, project management software, and communication tools.
3. Exceptional written and verbal communication skills.
4. Able to take dictation and edit documents in a live scenario.
5. Able to assist with the preparation / drafting of multiple document formats, particularly within the Microsoft Office Suite, and the ability to edit using the Adobe Creative Suite including Photoshop and InDesign would be an advantage.
6. Ability to adapt to and learn new visualisation software, which might include the formatting of images or creation of diagrams, flow charts as an example.
7. Ability to maintain composure under pressure and adapt to changing priorities.
8. Strong interpersonal skills, including the ability to work effectively with diverse personalities and teams.
9. A proactive approach to problem-solving with sound decision-making abilities.
10. Meticulous in managing schedules, documents, and correspondence.
11. Experience as a Personal Assistant, Executive Assistant, or similar role supporting senior-level professionals is advantageous but not mandatory.
12. Proven ability to manage complex projects and executive calendars.
13. Industry-specific knowledge is advantageous but not mandatory.

Key Responsibilities & Accountabilities

Executive Support

1. Serve as the first point of contact for the executive, managing communications with professionalism and discretion.
2. Screen and respond to emails, calls, and correspondence on behalf of the Chief Operating Officer.
3. Prepare agendas, presentations, and briefing materials for meetings.
4. Take minutes during high-level meetings and ensure follow-up on action items.

Calendar and Schedule Management

1. Maintain and update the Chief Operating Officer's calendar, prioritising and scheduling meetings, appointments, and engagements.
2. Proactively resolve scheduling conflicts and anticipate time management needs.
3. Coordinate and confirm travel itineraries, accommodations, and transportation logistics.

Document Preparation and Record Management

1. Draft, proofread, and finalise reports, memos, and other corporate documents.
2. Manage and organise digital and physical files, ensuring accessibility and compliance with company standards.
3. Taking dictation and editing documents in a live scenario.
4. Assisting with the preparation / drafting of multiple document formats, including within the Microsoft Office Suite and Adobe Creative Suite.
5. The editing and creation of visual material, for example the formatting of images or creation of diagrams, flow charts etc. utilising online or other programs or apps.

Event Planning and Coordination

1. Organise and execute company events, conferences, and team-building activities.
2. Liaise with vendors, venues, and service providers to ensure seamless event execution.

Office Operations and Communication

1. Act as a liaison between the Chief Operating Officer and staff, fostering clear communication and teamwork.
2. Maintain strict confidentiality regarding sensitive information.
3. Support the executive in nurturing a professional and collaborative work culture.

Project Management

1. Assist in managing key projects, tracking deadlines, and ensuring deliverables are met.
2. Coordinate across teams to ensure alignment on priorities and objectives.