Executive Assistant

Our client is a design-led interior refurbishment and furniture business specialising in the education sector, with a strong reputation across private schools, academies, and learning environments.
They are seeking a highly organised and detail-oriented Executive Assistant to support the Head of Projects in delivering efficient project management and administrative functions.

They are currently working on a high value project running up until October 2027, and as such we see this position as a fixed term 18-month contract until that time. However, this could become permanent as they expand to future projects

Role Location: The role location is split equally between their head office in Hemel Hempstead (Hertfordshire), and the site office in Twickenham (London). And one day working remotely from home. Therefore, the ideal location for a candidate would be Northwest London, and more specifically Uxbridge, Harefield, Slough, Beaconsfield or surrounding areas.

Responsibilities

• Email management of the Head of Projects, Sorting received mail into subfolders, hold other team members accountable to action relevant tasks.
• Diary management of the Commercial Manager
• Management of general shared task tracker with CM; actioning items in accordance with agreed timescales.
• Management of various project trackers and reporting to the Head of Projects.
• Carry out checks on Subcontractors Inspection & Test Plans to ensure quality is being managed and documented.
• Procurement of materials as directed by the head of projects
• Assembling Monthly Progress reports for the client team.
• Attending Project meetings and taking notes. Issuing minutes where requested
• Filing of documents on SharePoint.
• Uploading relevant documents to Asite, checking Asite notifications and redistribution within the project team.
• Approval of Purchase Invoices via relevant Software
• Assist in maintenance of general project documentation e.g. site file, H&S reports etc.
• Arrange supplies and cleaning contract for the site office.
• Set up O&M Files / Compile information as orders are placed with suppliers.
• Assist Head of Projects and QS with maintaining overall cost control with summary reports.
• Keep refreshments stocked for site office.

• Proven office experience with strong organisational skills.
• Previous experience of taking control and managing email and diary for senior management staff.
• Proficient computer skills including Microsoft Office, particularly in Excel.
• Strong organisational abilities to manage multiple tasks efficiently.
• Previous experience in a similar role within the construction industry preferred.
• Good communication skills and ability to report and communicate effectively within the team.
• Previous experience with other Microsoft 365 platforms including SharePoint, Outlook and Teams channels.
• Previous experience in developing and adhering to systems and reporting.
• Previous experience using document control platforms

• Pay: £32,000.00-£35,000.00 per year
• Free Lunches
• Fuel paid for work travel

• Company events
• Company pension
• Free parking
• Work from home one day per week