Executive Assistant

Confidential administrative support to the company owners, managing their schedules and communications. Also to support other members of the Board as and when needed. Adopt a strategic and forward-thinking mindset, taking a proactive approach to tasks to ensure the business runs smoothly.

Duties

• Provide general EA/secretarial assistance to the Board Directors, acting as the first point of contact – screening emails, escalating and responding where necessary.
• Manage / co-ordinate diaries for Directors. Arrange meeting rooms and hospitality as required.
• Manage the flow of correspondence under the Directors responsibility and maintaining accurate records of all documents received, arranging execution in a timely manner, liaising with site teams to return documents and ensure necessary copies are taken.
• Interface with commercial departments on site regarding legal and contractual issues.
• Assisting with signature processes on legal and executive documentation via DocuSign or as required for a wet signature.
• Organise the production of various reports for the Board etc. Prompt / organise input from other sources for final review by Directors.
• Ensure that company standards are met regarding documentation processes.
• Type and proofread correspondence, credit papers and reports accurately and in a timely manner, using Microsoft Word and Excel.
• Assist with special projects and business initiatives, including research, data analysis, and presentation preparation.
• Minute-take and produce lists of action points from meetings when required.
• Monitor, track and action tasks, escalating and delegating where appropriate.
• Maintain confidential files for Directors.
• Maintain ‘Contact’ lists in Outlook.
• Accurately processing invoices and expense management and facilitation for ensuring payment terms are met.
• Arranging travel and hotel accommodation where required.
• Liaise with BD team to help organise client and internal events.
• Handle confidential information with the utmost discretion and professionalism.
• Any other ad hoc duties as requested by your line managers and/or Director(s)/Manager(s).
• Ensure the day runs smoothly and there are no issues or overlapping meetings. All external meetings should be confirmed the day before or morning of.
• If necessary, call Director out of meeting where over running to ensure they’re on time for the next – must be aware of location at all times.
• Anticipate the needs of Directors and proactively address any administrative challenges or issues.
• Build and maintain strong working relationships both internally and externally and other key contacts at all levels.

Skills, Knowledge & Qualifications

• Proven experience as an executive assistant or similar role, preferably in the construction or related industry.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Excellent communication skills, both written and verbal.
• Attention to detail.
• Strong organisational and time management skills, with the ability to prioritise tasks and meet deadlines.
• Discretion and confidentiality when handling sensitive information.
• Ability to work effectively both independently and as part of a team.
• Flexibility to adapt to changing priorities and work in a fast-paced environment.
• Well-presented and mannered, particularly as dealing face to face with clients. • Experience working in the construction industry is desirable.

Main Objective

Provide comprehensive administrative support to the Board, enabling the Board to focus on their core responsibilities and strategic objectives.