We are seeking a highly organised, proactive, and resourceful Executive Assistant to provide vital support to the Senior Leadership Team, and wider leadership of a busy Structural Examination Company working within the UK railway, infrastructure, and highways sectors.

This role demands someone who can manage fast-paced project needs, handle confidential information, and ensure the day-to-day executive functions are carried out smoothly and professionally.

Key Responsibilities:

Executive Support:

Manage diaries for Directors, including scheduling meetings, site visits, audits, and external appointments.
Prepare, format, and proofread reports, tenders, and presentation documents.
Handle travel arrangements (vehicle hire, hotel bookings, train tickets) in line with project requirements.

Project and Operational Support:

Monitor and maintain project trackers for key client contracts.
Collate and submit monthly and quarterly reporting packs (e.g., KPIs, audit outcomes, Health and Safety performance).
Manage Business Document Control System.
Assist the Delivery team with project mobilisation and closeout activities, including arranging inductions, PPE distribution, and vetting compliance documents.

Internal Coordination:

Act as the point of contact for internal staff queries related to administrative processes.
Coordinate team meetings, ensuring agenda preparation, note-taking, and action tracking.
Manage with onboarding administrative tasks for new starters o Support with recruitment.
Organise internal training sessions, health and safety brieÞngs, and refresher courses.

Client Interface:

Support client-facing communications, including confirming meeting times, collating pre-meeting materials, and recording actions.
Manage executive-level communications with Network Rail, Transport for London, Highways England, and Local Authorities as needed.

Office and Compliance Administration:

Assist with maintaining ISO accreditations (e.g., 9001, 45001) through document tracking and audit preparation.
Oversee office equipment contracts, supplies management, and facilities coordination.
Liaise with insurance providers and fleet management companies for renewals, incident reporting, and compliance.

Skills and Experience Required:

Proven experience as an Executive Assistant, Personal Assistant, or Office Manager, preferably within construction, rail, civil engineering, surveying, or infrastructure industries.
Outstanding organisational and multitasking abilities.
Excellent written and verbal communication skills.
Strong attention to detail and confidentiality.
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Ability to work independently and prioritise tasks under pressure.
Experience working with document management systems (e.g., SharePoint, DocuSign, CRM platforms) is advantageous.

Desirable Qualifications:

Business Administration diploma or equivalent qualification.
Understanding of railway terminology, project lifecycles, and basic health and safety principles.
Familiarity with railway compliance frameworks such as Sentinel, PTS (Personal Track Safety), and Network Rail standards.
Knowledge of ISO management systems (particularly ISO 9001, ISO 45001).

Personal Attributes:

Discreet and trustworthy with sensitive company information.
Driven and proactive with a "can-do" attitude.
Calm under pressure, adaptable, and solution oriented.
Client-focused, polished, and professional in communication style.
A collaborative team player who supports continuous improvement initiatives

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