Strategic Executive Assistant & Project Coordinator

CIH International Housing Group; Greater London; On-site; GBP 35,000 - 55,000; Full time

Job summary

SOM is seeking an experienced Executive Administrative Professional to support Senior Leadership. The role covers diary management, travel arrangements, visa processing, and calendar coordination for multiple teams in a fast-paced firm.

Candidates should have 5+ years of executive support, strong communication, and advanced Microsoft Office/Google Workspace skills. The position is based on-site, with occasional extended hours to meet business needs.

Qualifications

• Four-year undergraduate degree or equivalent corporate experience.
• Minimum 5 years experience as executive administrative professional or equivalent knowledge, skills and abilities.
• Demonstrates highly proficient interpersonal, written and communication skills.
• Possesses organizational and technical skills as well as the ability to anticipate the needs of Senior Leadership.
• Sophisticated computer skills with experience for research and communication; database creation and management; contact management systems and advanced Microsoft Office and Google Workspace.

Responsibilities

• Assist the Senior Leadership and Project Managers with complex diary management and logistics.
• Manages and coordinates multiple calendars, both individual and team specific
• Assist the wider team of Associate Principals and Associates with administrative support as required including scheduling of meetings, preparation of meeting minutes; business correspondence, printing, photocopying etc.
• Prepares all travel arrangements and documentation; prepares and submits visa applications when necessary.
• Schedules external meetings and assists with set-up of conference rooms, including food and beverage when required, video conferencing, and Zoom meetings.
• Identifies, organizes, and implements administrative projects independently in accordance with deadlines.
• Ensures architectural licenses are updated and accurate along with maintaining AIA credits for recording, in tandem with the Licensure Department.
• Responsible for organizing tasks by level of urgency. Ensure the day-to-day tasks are well organized and efficient.
• Perform other support tasks as assigned, including timesheets, expense reports, excel workbooks
• Dedicates necessary time beyond scheduled hours (including last minute requests) as required to meet business commitments.
• Preparing letters of invitation for visiting guests.
• Completion of expense reporting, timesheets weekly.
• Maintaining contacts list.
• Assist with organisation and coordination of client and staff events as and when required

Skills

Interpersonal skills

Written communication

Organizational skills

Anticipate leadership needs

Education

Undergraduate degree

Tools

Microsoft Office

Google Workspace

Database management

Contact management systems

Job description

SOM is seeking an experienced Executive Administrative Professional to support Senior Leadership. The role covers diary management, travel arrangements, visa processing, and calendar coordination for multiple teams in a fast-paced firm.

Candidates should have 5+ years of executive support, strong communication, and advanced Microsoft Office/Google Workspace skills. The position is based on-site, with occasional extended hours to meet business needs.