Executive Assistant (8-12 months Maternity Cover) - September start!

Overview

We are seeking a highly organised, proactive and professional Executive Assistant to provide comprehensive maternity cover support to a senior leader and the wider Projects team within a prestigious estate development and management organisation based in South West London.

This is a fast-paced role requiring exceptional organisational skills, sound judgement and the ability to manage multiple priorities while maintaining the highest standards of confidentiality.

You will play a pivotal role in ensuring the smooth running of the department, acting as a trusted partner to senior leadership and helping to drive operational excellence across the team.

This is a fixed-term maternity cover position, expected to last between 8-12 months, commencing in early October.

Salary

Start Date

Early October (lasting 8-12 months)

Working days

5 days in the office, based in South West London. This is essential.

Key Responsibilities

• Provide comprehensive diary, inbox and workload management for the Director and wider Projects team.
• Coordinate internal and external meetings, ensuring diaries are planned proactively.
• Prepare agendas, meeting packs, reports, presentations and briefing papers.
• Organise travel arrangements and associated logistics where required.
• Manage deadlines, reminders and follow-up actions to ensure commitments are delivered on time.
• Act as the first point of contact for the Director and Projects team.
• Build strong working relationships with colleagues, external partners and senior stakeholders.
• Handle enquiries professionally, ensuring prompt and appropriate responses.
• Draft, proofread and edit correspondence, reports and presentations to a high standard.
• Support the handling of customer, resident or stakeholder enquiries with professionalism and empathy where required.
• Maintain accurate filing systems and document management processes.
• Process expense claims and provide general administrative support.
• Coordinate operational reporting and board papers.
• Assist with internal communications and staff updates.
• Ensure meeting rooms, resources and documentation are prepared in advance.
• Monitor objectives, milestones and key deadlines across the department.
• Support planning and preparation for senior leadership meetings.
• Help identify opportunities to improve processes and ways of working.
• Assist with coordination of performance management activities, including objectives, reviews and follow-up actions.
• Contribute to team engagement initiatives and cross-functional collaboration.

Essential Skills & Experience

• Previous experience as an Executive Assistant or Personal Assistant (min 5 years).
• Able to commute to South West London office, 5 days a week.
• Advanced knowledge of Microsoft Office, including Word, Excel and Power Point.
• Experience using digital collaboration platforms such as Share Point, One Drive and Microsoft Teams.
• Strong IT skills.
• Outstanding organisational skills with exceptional attention to detail.
• The ability to prioritise competing demands and adapt quickly to changing priorities.
• Excellent judgement, with the ability to identify risks, anticipate issues and take proactive action.
• A solutions-focused and forward-thinking approach.
• Fast and accurate typing skills.
• Excellent written and verbal communication skills.
• Exceptional customer service and relationship-building abilities.
• Strong analytical and critical thinking skills.
• A professional, flexible and positive attitude.
• The ability to handle confidential information with complete discretion and integrity.

Desirable Experience

It would be beneficial if you have

• An understanding of project, construction, property or development environments.
• The ability to quickly learn and confidently use technical terminology relevant to project delivery.
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