Executive Assistant[1115146]

CS2; United Kingdom; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading company in the construction industry is seeking an Executive Assistant to join their expanding team in Northampton on a full-time fixed term basis. This role involves providing comprehensive administrative support to surveyors, managing complex calendars, and assisting with project management while adhering to high standards of customer service. The ideal candidate will have a solid educational background in administration, be proficient in Microsoft Office, and possess strong organizational skills.

Qualifications

• Minimum 5 GCSEs including English and Maths.
• Previous administration experience, ideally in construction.
• Desirable ability to type at 60 wpm.

Responsibilities

• Provide administrative support to a team of surveyors.
• Prepare meeting agendas and take minutes.
• Manage email correspondence and project deadlines.

Skills

Customer Service Skills

Time Management

Administration

Education

5 GCSEs at Grade C/5 or above, including English and Mathematics

Tools

Microsoft Office

Job description

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CS2, part of RSK Group, is seeking an Executive Assistant to join our rapidly growing team on a full time FTC basis in Northampton. Whilst this is a fixed term role at present, there is the potential for it to become a full time role.

Responsibilities

In this role you will be working closely with and supporting a team of surveyors providing them with proactive and accurate administrative support to optimise workflow procedures, including scheduling, correspondence, human resources, and meetings.

Your role will be to take responsibility, and ownership of email correspondence, requests for information, project management, deadline compliance, and important documents and files, coordinating responses and assigning tasks and maintenance of electronic systems.

You will be a team player with a high level of customer service skills and a can-do attitude

• Preparing and issuing meeting agendas, performing research for meetings, minute taking and chasing of actions.
• Organising, scheduling and attending face-to-face and teams meetings where appropriate.
• Drafting contractor certificates and notices prior to the formal approval and issue.
• Booking travel arrangements, flights and accommodation, including arranging access for inspections and co-ordinating external suppliers for surveys.
• Obtaining quotations from consultants as relevant and assisting with organizing works on site (where relevant).
• Running and maintaining a digital workspace, ensuring all documentation is up to date and available to all parties.
• Assisting with updating and circulating construction programmes for multiple projects.
• Maintaining electronic filing system in compliance with ISO 9001 regulations.
• Liaising with business clients.
• Collating information for monthly reports to be sent to the client (where required).
• Managing project specific diary and email management.
• Receiving sub-contractor invoices and action accordingly.
• Overseeing the administration of collateral warranties and contracts.
• Ensuring contractual insurances are up to date and valid to the agreed sum. Maintain a tracker document in this regard.
• Assisting with checking that the H&S and O&M Manuals provided by the contractor are complete and ready to issue to the client.
• Managing balance of professional fees (where relevant), along with creating and issuing invoices to internal and external parties by each month end.
• General office administration duties including typing, filing, printing, word processing, creating and maintain various trackers/action logs and other administrative duties on a day-to-day basis.
• This is indicative of the role, however, there will be other duties and responsibilities that you may be required to undertake from time to time.

Person Specification

• Minimum of 5 GCSEs at Grade C/5 or above, including English and Mathematics.
• Previous administration/secretarial experience/project management experience – ideally within the construction industry.
• Good knowledge of Microsoft Office
• Ability to manage own time and workload.
• Ability to type to 60 wpm is desirable.

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