Senior Business Support Administrator / Executive Assistant

Engineered Arts; Falmouth; On-site; GBP 30,000 - 42,000; Full time

Job summary

Engineered Arts is seeking an experienced Executive Assistant / Office Manager to support the senior leadership team across our international offices in Falmouth, London, San Francisco and Montreal. You will coordinate calendars, plan travel, and act as a key contact for colleagues, customers and external partners.

You’ll help with events, supplier invoices, expenses, timesheets and general finance duties, while keeping offices running smoothly and ensuring confidential information is well

Qualifications

• Excellent organisational skills with ability to manage multiple priorities and deadlines.
• Strong attention to detail across administrative, financial and operational tasks.
• High level of discretion and professionalism with confidential information.
• Proactive, self-motivated with independent problem-solving ability.
• Proficient in Google Workspace (Docs, Sheets, Slides, Gmail, Calendar, Drive).
• Strong written and verbal communication across all levels.

Responsibilities

• EA to leadership team: diary management, travel planning and meeting support.
• Office administration: reception, ordering, supplier management, utilities.
• Sales, events and installations: travel planning and logistics for staff at events.
• Finance: processing supplier invoices, expenses and timesheets; PO management.

Skills

Organisational skills

Attention to detail

Discretion & professionalism

Independent problem-solving

Google Workspace

Communication skills

Tools

ERP experience

Pleo (expense management)

Job description

This is a varied and fast-paced role at the heart of the business, providing executive, operational, and finance support across the Engineered Arts Group, with international offices in Falmouth, London, San Francisco, and Montreal.

Working closely with the Senior Leadership Team, you’ll coordinate complex diaries and international travel, act as a key point of contact for colleagues, customers, and external partners, and help ensure the smooth day-to-day running of our offices. You’ll also play an important role in organising company events, supporting global travel arrangements, processing sales orders and customer invoices, and assisting with a range of finance activities including invoice processing, expense management, supplier accounts, insurance renewals, and timesheet administration.

This is an excellent opportunity for someone who thrives in a dynamic environment, enjoys variety, and takes pride in keeping people, projects, and processes running efficiently.

Main Responsibilities

EA to leadership team

• Diary management and team admin support
• Travel planning and arrangements
• Meeting admin support, including some minute taking
• Point of liaison between leadership and internal/external teams
• Support with internal company meetings and comms

Office administration

• Answering telephones and door entry system administration
• Courier bookings
• Ordering (Placing orders approved by team leads, checking and ordering office supplies and consumables, Purchase orders)
• Utility contracts
• Organising monthly “Deliveroo Thursdays”
• Organising office parties and social events
• Insurances - managing policy renewals and adding coverage throughout year as needed
• HR administration
• General office admin assistance

Sales, Events and Installations

• Planning and booking travel for staff attendance at events (trade shows and customer paid engagements) and customer installations
• Assisting with logistics
• Coordination of press & media meetings/visits
• Dealing with sales order administration, including invoicing, and order placement through to fulfilment

Finance

• Preparing, distributing and following up supplier invoices for approval
• Posting invoices and card expenses to accounts
• Checking supplier statements
• Support and administration of staff expense claims and timesheets

Qualifications, Knowledge, Key Skills and Experience

Essential

• Excellent organisational skills with the ability to manage multiple priorities and meet deadlines.
• Strong attention to detail, ensuring accuracy across administrative, financial, and operational tasks.
• High level of discretion and professionalism when handling confidential and sensitive information.
• Proactive, self-motivated approach with strong independent problem-solving skills.
• Excellent computer literacy, with proficiency in Google Workspace (Docs, Sheets, Slides, Gmail, Calendar, and Drive).
• Strong written and verbal communication skills, with the ability to build effective relationships across all levels of the business.

Useful

• Experience using Pleo or similar expense management and finance systems (ERP experience desirable).
• Willingness to travel occasionally, including international travel, as required.