Executive Assistant - London Office

Harmony Fire is a specialist life safety business delivering fire compliance and protection works across the UK’s residential and public sectors. We partner with housing associations, local councils and public authorities to install and maintain passive fire systems, fire doors and M&E safety infrastructure as well as provide specialist consultancy services, protecting buildings and the communities within them. Since 2017, our growth has been driven not just by demand, but by our values – Athletes Grit, Captains Duty and a Fun Loving Heart – shaping how we deliver projects and how we support our people. Our mission is to make every building safer, every resident protected and every client confident in their compliance.

As we continue to scale nationally, we are now looking for an Executive Assistant to join our London office, supporting our Head of Delivery and Head of Pre‑Construction. Please note that we operate a full‑time office policy.

Key aspects of the role:

• Daily diary and email management/structure to free up board members & key senior leaders based in the London office.
• Planning and organising diary in advance to ensure travel arrangements are made/booked as required & meeting agendas are in place.
• Preparation for meetings including collecting data, creating reports, providing analysis, and preparing presentations for meetings.
• Protect diaries and aid manager with delegation of smaller tasks that can be responded to or dealt with without intervention.
• Follow up of team in regular cadence as required as set by management.
• Tenacious follow up to ensure action closure is important.
• Uploading/capturing notes from meetings in Salesforce and next steps/actions are logged and followed up in structured way.
• Key weekly/monthly reporting completed as required by Manager.
• Office management tasks booking meeting rooms, restocking food/stationary as required.
• Working closely with managed office staff to resolve any issues.

Key Requirements:

• Excellent knowledge of Microsoft Office (Word, Excel, Outlook, etc.)
• Be able to communicate effectively, a good listener but confident when you need to take control.
• Able to command and drive accountability holding discussions with senior members on behalf of manager.
• Excellent organisational & time management skills with an ability to think proactively and prioritise workload and manage deadlines.
• Familiarity with online calendars and cloud systems.
• Experience exercising discretion and absolute confidentiality with sensitive company information.

What we look for in our people:

• Firstly, we embrace the value of Athletes Grit. This means having an unwavering determination and never giving up, even in the face of challenges.
• Next, we believe in the value of Captains Duty. Acting like a leader and taking responsibility is crucial to our company culture.
• Lastly, we foster a Fun Loving Heart. We aim to create a positive and enjoyable work environment by encouraging genuine care and good company among our employees.

By understanding and embodying these values, you will not only contribute to our company’s success but also thrive personally and professionally.

Why work for Harmony Fire:

• A collaborative and supportive environment in which you can grow and develop your career.
• The tools and opportunity to do work you can be proud of.
• A chance to work alongside some of the best people in the industry, who always seek to share their knowledge and experience.
• Bespoke Personal Development Plan for every employee.
• Ongoing training, coaching and mentoring.
• Spacious and modern workspaces with state of the art facilities.

Benefits:

• Lunch, snacks and refreshments all provided, including fresh fruit.
• Unlimited holiday provision.
• Bonus, all Harmony Fire employees are included in a bonus scheme with the opportunity to earn up to 50% of annual salary.
• Team socialising budget for all employees.
• Family friendly policies including enhanced Maternity and Paternity.
• Cycle to work scheme.
• Reward and Recognition scheme – European mini-breaks on offer.
• Two company events each year.
• Auto‑enrolment pension scheme.

Harmony Fire is an equal opportunity employer. We consider all applicants for employment regardless of age, disability, sexual orientation, gender identity, family or parental status, race, colour, nationality, ethnic or national origin, religion or belief. We want everyone who works with us to feel valued and to make a difference. Are you ready to join us?