Executive Assistant to CEO

NGARE EMPLOYMENT SOLUTIONS PTY LTD; Charlwood; On-site; GBP 32,000 - 48,000; Full time

Benefits offered by this job

Pension & Salary Sacrifice Scheme

25 Days Annual Leave

Weekly Yoga Sessions

Death in Service Insurance Scheme

Employee Assistance Programme (EAP)

Training & Development Opportunities

Regular company social events

Free On-Site Parking at Head Office

Job summary

Coinford is seeking an experienced Executive Assistant to support the CEO from the head office in Surrey. This office-based role involves managing the CEO’s schedule, documents, meetings and travel, ensuring confidentiality and proactive, professional collaboration across the business.

The successful candidate will be highly organised, with excellent communication skills, industry awareness, and the ability to handle multiple priorities in a fast-paced environment.

Qualifications

• Previous experience as a PA, Executive Assistant, or similar senior administrative role.
• Excellent organisational and time management skills.
• Strong written and verbal communication abilities.
• High degree of professionalism and discretion in handling confidential information.
• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Experience supporting at board or director level.

Responsibilities

• Organise and maintain extremely busy diaries and schedule internal and external appointments.
• Manage the CEO’s diary, meetings, site visits, and travel arrangements.
• Manage the CEO’s inbox and communications.
• Act as first point of contact for stakeholders, handling queries professionally.
• Prepare agendas, take minutes, and follow up actions for key meetings.
• Draft, format, and proofread correspondence, presentations, and reports.
• Prepare documentation for board meetings and senior leadership discussions.
• Maintain confidentiality with sensitive information.
• Assist in preparing commercial and operational reports with the wider business.
• Research and produce travel itineraries and travel packs.
• Manage the CEO’s business administration including expenses and filing.
• Coordinate social client and work entertainment.

Skills

PA experience

Executive support

Organisational skills

Communication

MS Office

Construction industry knowledge

Board level support

Tools

Microsoft Office Suite

Job description

At Coinford, we are committed to be the contractor of choice for our clients and the employer of choice for our people. We attract and retain talented individuals who deliver win-win solutions across all operations. Our innovative and courageous approach is supported by structured training and development. We prioritise safety, quality, and customer satisfaction, ensuring a positive experience for all. As a successful family‑run business, we take pride in our heritage and the strong values that have been passed down through generations. It’s a testament to our success that multiple generations of the same families choose to work with us, affirming that we are on the right path to becoming an employer of choice. Join us and be part of a team that values professionalism, integrity, and excellence.

We are committed to fostering a culture of continuous learning and professional growth. As a leading company in the construction industry, we recognise the value of investing in our employees’ development.

Role Overview:

This office‑based role works out of our Head office, Redeham Hall in Surrey, Monday – Friday (own transport preferred). This is a key role providing high‑level administrative, organisational, and confidential support to the CEO. You will be the CEO’s point of contact for work related matters, managing their schedule, preparing documents, coordinating meetings, and ensuring they are fully briefed and always supported regarding work related matters.

The role requires a proactive, professional, and highly organised individual with exceptional attention to detail, able to manage multiple priorities in a fast‑paced environment.

Key Responsibilities:

• Organise and maintain extremely busy diaries (including the communication plan) and schedule appointments, both internal and external.
• Manage the CEO’s diary, scheduling meetings, site visits, and travel arrangements efficiently.
• Manage the CEO’s inbox.
• Act as the first point of contact for internal and external stakeholders, handling queries with professionalism.
• Prepare agendas, take minutes, and follow up on actions for key meetings.
• Draft, format, and proofread correspondence, presentations, and reports.
• Coordinate and prepare documentation for board meetings and senior leadership discussions.
• Maintain strict confidentiality with sensitive company and personnel information.
• Assist in preparing commercial and operational reports, liaising with the wider business to gather required information.
• Research and produce detailed travel itineraries and travel packs for business travel arrangements.
• Manage all the CEO’s business administration including expenses, accounts, filing and contacts.
• Research, organise and co‑ordinate social client and work entertainment.

The duties outlined above are not exhaustive and may be subject to change. The Executive Assistant may be required to take on additional responsibilities that are reasonably aligned with the scope of the role.

This position will work in close collaboration with the CEO’s Personal Assistant, who is primarily responsible for personal matters. There will be some areas of overlap between the two roles, and a clear, cooperative working relationship is essential to ensure seamless support to the CEO.

The CEO’s PA has a deep understanding of preferences, working style, and expectations. Therefore, the success of this position will depend heavily on the candidate’s ability to establish trust, communicate effectively, and proactively foster a strong, respectful working relationship with the CEO’s PA.

Experience / skills required:

• Previous experience as a PA, Executive Assistant, or similar senior administrative role.
• Excellent organisational and time management skills.
• Strong written and verbal communication abilities.
• High degree of professionalism and discretion in handling confidential information.
• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Ability to work under pressure and adapt to changing priorities.
• Capable of working independently to prepare accurate and well‑structured documentation in response to briefs from the CEO.
• Experience in the construction industry.
• Familiarity with commercial and project documentation.
• Experience supporting at board or director level.

Pension & Salary Sacrifice Scheme – Helping you save for the future with tax‑efficient contributions.

25 Days Annual Leave – Plus bank holidays, ensuring a healthy work‑life balance.

Weekly Yoga Sessions – Relax and recharge with company‑sponsored yoga every Wednesday.

Death in Service Insurance Scheme – Providing financial security for your loved ones.

Employee Assistance Programme (EAP) – Confidential support for personal and professional challenges.

Training & Development Opportunities – Invest in your growth with learning and career progression support.

Regular company social events- To foster connection, collaboration, and a strong sense of community.

Free On‑Site Parking at Head Office and Plant Yard

15 September 2026Smallfield England, United Kingdom