Executive Assistant (Construction Sector)

Executive Personal Assistant to Managing Director

Location: Near Westfield, East Sussex

Hours: Monday - Friday, 8:30am - 5:00pm (Flexibility required; occasional out-of-hours support may be needed)

The Opportunity

We are seeking an exceptional Executive Personal Assistant to support a highly driven and detail-oriented Managing Director within a fast-paced construction environment. This is not a traditional PA role. It is a trusted right-hand position for someone who thrives on precision, anticipates needs before they are voiced, and enjoys operating at pace. The Managing Director is decisive, focused, and operates in a very clear, results-driven manner; he values efficiency, accuracy, and getting things right the first time. The successful candidate will be someone who can bring structure to a busy schedule, clarity to competing priorities, and calm to complexity.

The Role

This is a dual business and personal support role, combining executive assistance, office management, and construction administration oversight. You will be responsible for ensuring the smooth running of the Managing Director's professional and personal commitments, while supporting the wider office and site teams to maintain productivity, compliance, and morale. No two days will be the same.

Key Responsibilities

• Complex diary management with proactive forward planning
• Anticipating requirements and preparing briefing notes and reminders
• Managing travel arrangements, hotel bookings, events and logistics (including occasional out-of-hours support)
• Comprehensive inbox management and correspondence handling
• Preparing weekly movement schedules and planning documentation
• Managing confidential personal information (financial records, property documentation, tenancy agreements, mortgage details, identification records, etc.)
• Overseeing household administration, school arrangements, and property paperwork
• Providing journey plans and detailed itineraries
• Ordering, returns, expense tracking and financial administration
• Acting as a gatekeeper while maintaining professional relationships

Business & Office Management

• Supporting all office staff to maximise productivity and morale
• Acting as a central coordination point across multiple construction sites
• Preparing and issuing Health & Safety documentation (RAMS, CPPs, FSPRA)
• Managing Teams platforms and ensuring project documentation is uploaded and trackers maintained
• Assisting with CHAS/SMAS accreditation renewals
• Coordinating weekly reports including: Saturday rota, Labour pairings, Stock lists, H&S reports and meeting minutes
• Supporting fleet management and maintaining the training matrix
• Ensuring accurate record keeping for project handovers
• Maintaining contract trackers and compliance documentation
• Liaising with clients, suppliers and internal teams with clarity and confidence
• Taking notes at meetings which may involve travelling too and from meetings at different locations, therefore your own transport is required.

The Person

We are looking for someone who:

• Has a minimum of 3 years' experience in a PA or Executive Assistant role
• Has experience within construction or a related environment
• Is highly organised with exceptional attention to detail
• Naturally thinks three steps ahead and plans for different outcomes
• Is resilient and thrives in a demanding, high-performance environment
• Is confident handling highly sensitive and confidential information
• Is decisive, structured and comfortable working with clear expectations
• Communicates confidently across all levels
• Is proactive, solutions-focused and quick to learn
• Understands that excellence is expected and enjoys delivering it

This role would suit someone who takes pride in being indispensable.

Working Environment

The Managing Director operates in a fast-paced, direct and results-oriented manner. He values loyalty, precision, and initiative. This role requires someone who can confidently manage expectations, maintain structure, and bring organisation to a dynamic schedule. For the right person, this is an opportunity to become a long-term, trusted partner in a growing and successful business.

Package

• Competitive salary (dependent on experience)
• Comprehensive healthcare package (after qualifying period)
• 20 days annual leave plus bank holidays, increasing with length of service (capped)
• Pension contribution (5% employee / 3% employer)
• Onsite parking
• Full-time, office-based role in Battle, East Sussex