Executive Assistant

We are looking for a proactive and highly capable Executive Assistant to provide high-level support to our Directors and wider leadership team. This role is essential in ensuring the smooth day-to-day operation of directorate activities, enabling senior leaders to focus on strategic priorities and operational delivery.

You will be responsible for managing communications, coordinating schedules, supporting key meetings, and maintaining a structured and efficient working environment. This is an exciting opportunity for someone who thrives in a fast-paced environment and enjoys working at the heart of a growing business.

• Manage and coordinate multiple directorate inboxes, ensuring emails are reviewed, prioritised, and actioned or escalated appropriately, maintaining strict confidentiality at all times.
• Maintain and optimise Directors’ calendars, scheduling meetings, appointments, and site visits while ensuring efficient use of time and alignment with business priorities.
• Handle sensitive and confidential information with discretion, ensuring secure management of communications, documents, and business matters.
• Act as a key point of contact for internal and external stakeholders, providing a professional and trusted interface on behalf of the leadership team.
• Coordinate and support board meetings and senior leadership meetings, including preparation and distribution of agendas, board packs, and supporting materials.
• Attend key meetings where required to take accurate and confidential minutes, track actions, and ensure timely follow-up and completion.
• Support the planning and delivery of company events, leadership sessions, and internal engagement activities, ensuring they are well organised and professionally executed.
• Coordinate travel arrangements, accommodation, and logistics for Directors, ensuring efficiency, discretion, and cost-effectiveness.
• Prepare high-quality reports, presentations, and correspondence, ensuring accuracy, consistency, and professionalism.
• Maintain organised and secure filing systems, ensuring confidential information is appropriately stored and accessible when required.
• Liaise with teams across the business to gather information, provide updates, and ensure alignment on key directorate priorities.
• Monitor deadlines, commitments, and deliverables, proactively following up on actions to ensure progress and accountability.
• Identify and implement improvements to administrative processes and systems, driving efficiencies and enhancing the overall effectiveness of the directorate.
• Provide flexible, high-level administrative support across the directorate, ensuring the smooth day-to-day operation of leadership activities.

Qualifications

• Proven experience in an Executive Assistant or senior administrative role supporting senior leadership or board-level stakeholders.
• Demonstrable ability to handle highly confidential and sensitive information with integrity and discretion.
• Strong organisational, coordination, and time-management skills with the ability to prioritise effectively.
• Excellent written and verbal communication skills, with a professional and confident approach.
• High level of attention to detail and accuracy in all work.
• Ability to manage multiple tasks, competing priorities, and deadlines in a fast-paced environment.
• Strong interpersonal skills with the ability to build trust and relationships at all levels of the organisation.
• Proactive mindset with the ability to anticipate needs and drive actions forward.
• Proficiency in Microsoft Office applications (Outlook, Word, Excel, PowerPoint, Teams).
• Experience supporting board meetings, events, or corporate governance processes is highly desirable.
• Experience within the multi-utility, construction, or infrastructure sector would be advantageous.

Educational Requirements

• Proficiency in Microsoft Office applications is essential; experience with CRM or document management systems is advantageous but training will be provided.
• A business administration qualification or equivalent experience is desirable.