Team Executive Assistant

Job Summary

We're recruiting on behalf of a well-established business for a Team Executive Assistant to join its Business Support function, working alongside the Senior EA. You'll keep the leadership and the wider site team running smoothly day to day through diary management, admin support, events and offsites, workplace coordination and project support. It's a varied role for someone organised, practical and tech-savvy, who enjoys being the person people turn to and is curious about how AI can make work faster and smarter, with training and room to grow.

Key Responsibilities

Calendar and diary

• Manage diaries for the Senior EA and Leadership Team members, scheduling meetings across internal teams, suppliers and external partners
• Protect focus time and resolve diary conflicts with sound judgement on priorities
• Prepare people for the day ahead with clear agendas, papers and joining details

Events and offsites

• Support the planning and delivery of offsite meetings, from agenda and attendee lists to on-the-day logistics
• Research, book and manage venues, catering and accommodation within budget
• Coordinate attendee travel and joining details, and follow up on actions after each event

Admin support

• Handle general admin
• Manage confidential information with discretion at all times

Workplace coordination

• Own the meeting room booking system: manage bookings, resolve clashes and keep room calendars accurate
• Welcome visitors, customers and suppliers
• Support workplace events and internal activities, such as team meetings, Town Hall, site visits and celebrations
• Coordinate with departments across the business to keep day-to-day operations running smoothly
• Act as a first point of contact between the Senior EA, Leadership Team members and internal teams, suppliers and visitors

Facilities and suppliers

• Liaise with facilities suppliers and service providers
• Monitor office, kitchen and refreshment supplies, and place orders within budget
• Keep communal areas, kitchens and meeting spaces tidy and well stocked, escalating issues to the relevant supplier or team
• Support health and safety compliance in the workplace, including visitor safety briefings and keeping records up to date

Assistance on projects

• Assist in managing projects led by the Senior EA and Leadership Team, keeping plans, timelines and documents up to date

Tech and AI

• Use AI tools and Microsoft 365 to speed up routine work such as drafting, summarising and scheduling
• Suggest and help test better ways of working, with training and support provided

About You

Essential

• Experience in an admin, PA or similar support role
• Confident with Outlook calendar and email, Word, Excel and Teams
• Exceptional written and verbal communication skills
• Outstanding organisational and time management abilities, with strong attention to detail
• Discretion and confidentiality in handling sensitive information
• Problem-solving and analytical capabilities
• Flexibility and adaptability to changing priorities
• Curiosity about AI, with a willingness to learn and experiment with new tools

Desirable

• Experience using AI assistants such as Claude or Copilot at work or in study
• Experience in reception, office coordination, or workplace or facilities support

Behaviours

• Proactive: spots what needs doing before being asked
• Calm under pressure and comfortable saying when something is at risk
• Practical and hands-on: comfortable moving between desk-based EA work and on-site workplace coordination across a day

What's on Offer

• Up to £35,000 per annum
• Monday to Friday, 8am to 4pm, office-based
• 25 days' holiday