Executive Assistant to Executive Chair

Vistry Services; Coleshill CP; On-site; GBP 30,000 - 40,000; Full time

Job summary

A prominent development firm is seeking an experienced Executive Assistant to support the Executive Chair, primarily in Coleshill. You will provide high-level administrative support including diary and travel management, correspondence handling, and project assistance. The ideal candidate has strong administrative skills, excellent communication capabilities, and the ability to manage sensitive information. Benefits include a competitive salary, bonus, and extensive leave policies.

Benefits

Competitive basic salary

Annual bonus

Private medical insurance

Enhanced parental leave

Salary sacrifice car scheme

Life assurance

Qualifications

• Previous experience as a PA to senior management.
• Excellent command of written English.
• Organised with the ability to manage multiple tasks.

Responsibilities

• Deliver high-level administrative and organisational support.
• Manage diary and travel arrangements.
• Filter and respond to correspondence in a timely manner.
• Coordinate follow-up actions from meetings.

Skills

Diary Management

Excellent Administration skills

Stakeholder Management

Communication skills

Microsoft Office Suite

Discretion and integrity

Tools

Microsoft Office

MS Dynamics

Job description

Executive Assistant to Executive Chair

We have a great opportunity for an Executive Assistant to Executive Chair to join our team within Vistry Services, at our office in either, Coleshill, Solihull or Leicester. As our Executive Assistant to Executive Chair, you will deliver high-level administrative and organisational support across a broad range of business activities. This includes diary and travel management support, handling correspondence with internal and external stakeholders, preparing reports and presentations, coordinating events, and ensuring deadlines for key corporate and divisional activities are met. The role requires maintaining strong relationships across the organisation, managing confidential information with discretion, and supporting the Executive Chair and other members of the Divisional team on projects and business improvement initiatives.

Support the Executive Chair's time: with meeting agendas reports and other information requirements to ensure all are delivered in a timely manner.

Responsibilities

• Review all correspondence (including emails), filtering, prioritising, re-routing, and responding in a timely and professional manner, both verbally and in writing.
• Provide professional and timely responses to correspondence from internal and external stakeholders, including Government bodies, HBF, NHBC, NHQB, and high-level contacts.
• Support with finalisation and distribution of reports, presentations, and other materials, often of a highly sensitive or confidential nature, ensuring professional standards.
• Prepare correspondence, reports, and other documentation as required.
• Collect and collate information for all Executive Chair meetings and key corporate activities, ensuring deadlines are met.
• Support Executive Chair on key projects and business improvement initiatives.
• Regularly extract data from internal systems to create analysis reports.
• Coordinate follow-up of all actions from Board and internal meetings.
• Maintain open and transparent communication with internal and external stakeholders, fostering strong relationships across the PLC Board, senior leadership team members, their PAs, and the wider team.
• Implement and maintain procedures and processes to improve service delivery.
• Liaise with regional customer service and construction teams on incoming customer issues, highlighting any key trends for reporting.
• Deal with incoming mail, allocate items where possible, and draft responses or documentation for signature when appropriate.
• Perform any other duties as required to meet the needs of the Executive Chair.

Qualifications

• Previous experience operating as a PA to Director, Managing Director, Executive or Senior Management.
• Diary Management for Senior Management.
• Previous experience of full administration support.
• Meeting bookings and minute taking.
• Managing multiple inboxes.
• Excellent Administration skills.
• Excellent knowledge and use of systems including Microsoft Office, Excel, Powerpoint, Outlook, MS Dynamics.
• Excellent command of written English.
• Ability to use discretion and integrity throughout your approach to work.
• Excellent communication skills at all seniority levels within the business.
• Excellent stakeholder management skills.
• Organised with the ability to manage multiple tasks to tight deadlines.
• A flexible approach to work to meet the demands of the business.

Benefits

• Competitive basic salary and annual bonus.
• Salary sacrifice car scheme available to all employees.
• Up to 33 days annual leave plus bank holidays increasing to up to 39 days with service.
• 2 Volunteering days per annum.
• Private medical insurance, with employee paid cover.
• Enhanced maternity, paternity and adoption leave.
• Competitive pension scheme through salary sacrifice.
• Life assurance at 4 x your annual salary.
• Share save and share incentive schemes.

We build more than homes, we're making Vistry. Being a responsible developer and award-winning employer means we live each day through our ethos - doing the right thing. Our behaviours reflect this, as well as our values of integrity, caring and quality. Shaping all we do; they empower us to develop sustainable communities across affordable and private housing. We work in a partnership-led way, and you'll recognise our renowned brands Bovis Homes, Linden Homes and Countryside Homes. Together with Vistry Works, our manufacturing operation, and the functional support of Vistry Services, we're a proud UK Green Building Council member, UK top five housebuilder with a five-star House Builders Federation (HBF) customer satisfaction rating, and winner of many awards including Top Employer, Global Top Inspiring Workplaces, and Best for Talent Attraction and Outreach.