Executive Assistant in London

Imagine The Future Consulting (ITF) specialises in Commissioning (Cx) Planning and Execution services for Hyperscale Data Centers and other mission-critical facilities. ITF is a fast-growing, dynamic Engineering Consultancy offering an end-to-end approach, from developing new strategies at a program level with the client to establishing correct testing procedures with vendors.

We are a group of hand-picked engineers who also act as project managers, focusing on collaboration and leveraging new technology to optimise project delivery. We currently operate in at least 5 countries across EMEA.

Core Responsibilities:

• Handle confidential information with discretion.
• Review the Director’s diary, schedule, travel, and monitor inbox while travelling.
• Liaise with the Director regarding priorities, ensuring effective follow-up on actions.
• Draft correspondence, contracts, reports, and updates as required.
• Manage incoming and outgoing emails and calls, ensuring timely responses.
• Prepare meeting materials, take accurate notes, and ensure matters arising are actioned by appropriate stakeholders.
• Provide project support to engineers as directed by the Director.
• Liaise and assist with the Accounts department to ensure cashflow forecast is up to date.
• Maintain monthly bill schedule.
• Run virtual office environment, anticipate scheduling pressures, conflicts, and dependencies, and resolve issues proactively.

Team Coordination:

• Support the Senior Management Team with task follow-ups and progress tracking.
• Assist in planning and delivering company events and business functions.
• Ensure effective communication to the wider team, providing a consistent and professional point of contact.
• Assist with setting up and facilitating European compliance requirements.
• Co-ordinate travel arrangements for the wider team as required.

Other Business Support activities:

• Draft and schedule social media content, website updates, and LinkedIn posts on behalf of the Director.
• Proof and check communications, documents before publication.
• Escalate and flag any risks or issues to the director promptly.
• Check business correspondence and filing.

Skills Required:

• Strong communication and interpersonal skills; professional and approachable.
• Excellent time management and organisational skills with the ability to prioritise competing demands.
• Advanced IT skills advantageous, including Google workspace and Teams; spreadsheets.
• High attention to detail and maintenance of deadlines.

Personal Characteristics:

• Proactive “can-do” attitude with strong initiative.
• Highly trustworthy and dependable, able to work with discretion.
• Not phased by conflict and able to continue working through deadlines accordingly.
• Flexible and adaptable to changing business needs.
• Self-motivated, reliable, and able to work independently with minimal supervision.
• Willingness to learn and grow within the role.

Additional Information:

• Fully Hybrid role - likely 50:50 split. Flexibility to be discussed and reviewed regularly.
• Business travel within Europe completely optional if desired.
• Flexibility in working hours (out of hours etc) on occasion depending on deadlines.

Requirements, Experience and Qualifications:

• A minimum of 5 years in a similar position or role.
• Be able to use video conferencing regularly to communicate with the director and other team members/clients.
• Travel to East London office location.
• Use of laptop and general IT skills, including Google workspace, Microsoft Excel & Word.
• Salary fully negotiable depending upon experience. May consider contract role depending upon experience and suitability.
• Pension contributions of basic gross salary.
• 28 days annual leave each calendar year (includes Christmas).