Senior Executive Assistant
About Us
Imagine The Future Consulting (ITF) specialises in Commissioning, Planning and Execution services for Hyperscale Data Centres and other mission-critical facilities.
We are a fast-growing engineering consultancy operating across multiple countries throughout EMEA. Over the last seven years, the business has experienced significant growth and continues to operate with an entrepreneurial, start-up mindset. Our work ranges from high-level programme strategy through to technical delivery and testing execution for global clients.
We are a close-knit, highly driven team of engineers and project professionals who value collaboration, adaptability and practical problem-solving.
As the business continues to grow, we are now looking for a Senior Executive Assistant to become a key operational support person within the company, with the opportunity to develop into a broader Operations Manager role over time if desirable.
The Role
This is a varied, hands-on and fast-paced position supporting the Director and wider business across executive assistance, office management, administration and operational coordination.
This role is ideal for someone highly organised, practical and proactive who enjoys building structure within a growing business environment. The successful candidate must be comfortable handling both senior-level executive support responsibilities and day-to-day administrative or office-based tasks.
This role is designed to develop over time, with an opportunity for the successful candidate to progress from Senior Executive Assistant into a broader Operations Manager position as the business continues to grow.
Overview
This role promises a dynamic work environment where excellence is both recognized and rewarded.
As the successful candidate, you will enjoy a supportive team culture that fosters professional growth. The firm is committed to investing in its employees, offering continuous learning opportunities and a clear career path.
The Senior EA will provide high-level support to the Director and Business across all areas. This is a dynamic and fast-paced position requiring excellent organisational skills, discretion, the ability to act quickly when taking direction and the ability to manage multiple priorities whilst maintaining sight of upcoming scheduled activities.
The Senior EA will act as a trusted key support person for the Director, whereby they will liaise with other senior management, internal staff, and external partners, ensuring the smooth running of daily operations to enable the Director to focus on strategic business priorities.
This role is suited to someone who is highly organised, proactive, process driven and comfortable operating in an extremely fast-paced environment. This role would suit a senior executive assistant who would like to progress their career further.
Core Responsibilities (further details will be shared upon application)
Executive & Operational Support:
- Handle confidential information with the utmost discretion.
- Liaise with European partners for setup and jurisdiction matters.
- Review of the Director’s diary, schedule, travel, monitoring of inbox whilst travelling.
- Liaise with the Director regarding priorities (daily where required), ensuring effective follow-up on actions.
- Draft correspondence, contracts, reports and updates as required.
- Manage incoming and outgoing emails and calls, ensuring timely responses.
- Prepare meeting materials where required, take accurate notes, and ensure matters arising are actioned by the appropriate stakeholders.
- Provide project support to our engineers as directed by the Director
- Liaise and assist with the Accounts department - ensure cashflow forecast is up to date on a monthly basis
- Maintain monthly bill schedule
- Run the office and include a virtual office environment, anticipate scheduling pressures, conflicts, and dependencies, and resolve issues proactively.
Team Coordination:
- Support the Senior Management Team with task follow-ups and progress tracking.
- Assist in planning and delivering company events and business functions.
- Ensure effective communication to the wider team, providing a consistent and professional point of contact.
- Assist with setting up and facilitating European compliance requirements.
- Co-ordinate travel arrangements for a wider team as required.
Other Business Support activities:
- Review company procedures and revise / implement as required.
- Proof and check communications, documents before publication.
- Produce business portfolio documents.
- Escalate and flag any risks or issues to the director promptly so not to impact business activities or deliverables.
- Checking of business correspondence and filing
What we are looking for
Skills Required:
- Strong communication and interpersonal skills; professional and approachable as the Director’s first point of contact.
- Excellent time management and organisational skills with the ability to prioritise competing demands.
- Advanced IT skills advantageous, must be fully proficient using spreadsheets and ideally including Google workspace (however training will be provided)
- High attention to detail throughout, maintenance of deadlines.
Personal Characteristics:
- Proactive “can-do” attitude with strong initiative.
- Highly trustworthy and dependable, with the ability to work with discretion.
- Not to be phased by conflict and the ability to continue to work through deadlines accordingly.
- Flexible and adaptable to changing business needs.
- Self-motivated, reliable, and able to work independently with minimal supervision.
- Willingness to learn and grow within the role.
- Take accountability for their work.
Requirements, Experience and Qualifications
- The ideal candidate has a minimum of 10 years in a similar position or role. This does not have to be industry specific - Financial, property or other sectors are considered.
- Be able to use video conferencing and remain online on a regular basis to communicate with the director and other team members / clients.
- Fully proficient with Google Workspace / Office, particularly spreadsheets and document management
- Fully Hybrid role - Whilst some flexibility exists, this is a hybrid working office, successful candidates will be expected to be in the office with occasional remote working, available depending on business requirements and Director travel schedules, however this should not be viewed as a primarily remote role. Travel to the East London office location, IG9
- Business travel within Europe completely optional if desired
- Flexibility in working hours (out of hours etc) - on occasion depending on deadlines
- Experience within engineering, property, consultancy, construction, infrastructure or similar sectors beneficial but not essential
- If you do not have all the requirements and experience but some, and are driven and can start immediately we want to hear from you
Benefits
- Salary negotiable depending on experience
- Pension contributions
- 28 days annual leave including bank holidays
- Training and development support
- Clear progression opportunity from Senior Executive Assistant into Operations Management as the role and business evolve
- Business expense reimbursement where applicable
- Regular employee socials