Overview
Confidential administrative support to the company owners, managing their schedules and communications and to support other members of the Board as needed. Adopt a strategic and forward-thinking mindset, taking a proactive approach to tasks to ensure the business runs smoothly. Provide general EA/secretarial assistance to the Board Directors, acting as the first point of contact – screening emails, escalating and responding where necessary.
Base pay range
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Responsibilities
- Manage / co-ordinate diaries for Directors. Arrange meeting rooms and hospitality as required.
- Manage the flow of correspondence under the Directors' responsibility and maintain 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. Assist 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. 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.
- 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 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.
Knowledge, Skills & Qualifications
- Proven experience as an executive assistant or similar role, within the construction or related industry is a must.
- 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.
Seniority level
Employment type
Job function
- Administrative
- Industries: Construction
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