Executive Assistant to CEO

Company Overview: At Coinford, we are committed to being the contractor of choice for our clients and the employer of choice for our people. We attract and retain talented individuals who deliver win-win solutions across all operations. Our innovative and courageous approach is supported by structured training and development. We prioritise safety, quality, and customer satisfaction, ensuring a positive experience for all. As a successful family-run business, we take pride in our heritage and the strong values that have been passed down through generations. Join us and be part of a team that values professionalism, integrity, and excellence. We are committed to fostering a culture of continuous learning and professional growth.

Role Overview: This office-based role works out of our Head office, Redeham Hall in Surrey, Monday – Friday (own transport preferred). This is a key role providing high-level administrative, organisational, and confidential support to the CEO. You will be the CEO’s point of contact for work-related matters, managing their schedule, preparing documents, coordinating meetings, and ensuring they are fully briefed and always supported regarding work-related matters. The role requires a proactive, professional, and highly organised individual with exceptional attention to detail, able to manage multiple priorities in a fast-paced environment.

Key Responsibilities:

• Organise and maintain extremely busy diaries (including the communication plan) and schedule appointments, both internal and external.
• Manage the CEO’s diary, scheduling meetings, site visits, and travel arrangements efficiently.
• Manage the CEO’s inbox.
• Act as the first point of contact for internal and external stakeholders, handling queries with professionalism.
• Prepare agendas, take minutes, and follow up on actions for key meetings.
• Draft, format, and proofread correspondence, presentations, and reports.
• Coordinate and prepare documentation for board meetings and senior leadership discussions.
• Maintain strict confidentiality with sensitive company and personnel information.
• Assist in preparing commercial and operational reports, liaising with the wider business to gather required information.
• Research and produce detailed travel itineraries and travel packs for business travel arrangements.
• Manage all the CEO’s business administration including expenses, accounts, filing and contacts.
• Research, organise and co-ordinate social client and work entertainment.

The duties outlined above are not exhaustive and may be subject to change. The Executive Assistant may be required to take on additional responsibilities that are reasonably aligned with the scope of the role. This position will work in close collaboration with the CEO’s Personal Assistant, who is primarily responsible for personal matters. There will be some areas of overlap between the two roles, and a clear, cooperative working relationship is essential to ensure seamless support to the CEO.

Experience / skills required:

Essential:

• Previous experience as a PA, Executive Assistant, or similar senior administrative role.
• Excellent organisational and time management skills.
• Strong written and verbal communication abilities.
• High degree of professionalism and discretion in handling confidential information.
• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Ability to work under pressure and adapt to changing priorities.
• Capable of working independently to prepare accurate and well-structured documentation in response to briefs from the CEO.

Desirable:

• Experience in the construction industry.
• Familiarity with commercial and project documentation.
• Experience supporting at board or director level.

Benefits:

• Pension & Salary Sacrifice Scheme – Helping you save for the future with tax-efficient contributions.
• 25 Days Annual Leave – Plus bank holidays, ensuring a healthy work-life balance.
• Weekly Yoga Sessions – Relax and recharge with company-sponsored yoga every Wednesday.
• Death in Service Insurance Scheme – Providing financial security for your loved ones.
• Employee Assistance Programme (EAP) – Confidential support for personal and professional challenges.
• Training & Development Opportunities – Invest in your growth with learning and career progression support.
• Regular company social events - To foster connection, collaboration, and a strong sense of community.
• Free On-Site Parking at Head Office and Plant Yard.