Executive Assistant

Role Overview
The Executive Assistant (EA) will provide high-level administrative, operational, and strategic support to the Managing Director (MD) and senior leadership team. This role demands exceptional organisational skills, discretion, and the ability to manage complex schedules and project coordination in a dynamic design & build environment.

Key Responsibilities

1. Executive Support
Manage the MD's calendar, schedule meetings, and coordinate travel arrangements.
Prepare meeting agendas, presentations, and follow-up action points.
Maintain confidentiality of sensitive business information.
Screen calls, emails, and correspondence, prioritising issues for MD's attention.
2. Project Coordination
Liaise between MD, project managers, clients, and vendors to ensure smooth workflow.
Track project timelines, deliverables, and follow up on pending tasks.
Assist in preparing project proposals, contracts, and RFP documentation.
3. Client & Stakeholder Management
Act as the first point of contact for key clients in the MD's absence.
Maintain strong professional relationships with high-profile clients and partners.
Coordinate site visits, presentations, and client meetings.
4. Documentation & Reporting
Draft, proofread, and manage correspondence, reports, and internal communications.
Maintain organized records for contracts, drawings, and design approvals.
Prepare weekly and monthly business reports for leadership review.
5. Office & Team Support
Coordinate with HR, Finance, and Operations to ensure smooth office functioning.
Assist in planning company events, exhibitions, and marketing initiatives.
Support recruitment and onboarding for key positions when required.

Skills & Competencies
Strong organisational and multitasking abilities.
Excellent verbal & written communication skills.
Proficient in MS Office Suite (Word, Excel, PowerPoint), project management tools (Asana, Trello), and cloud storage platforms.
Ability to work under pressure and meet tight deadlines.
Knowledge of design & build industry processes will be an advantage.

Qualifications
Bachelor's degree in Business Administration, Management, or related field.
Certification in project management or administration is a plus.

Key Attributes for Success
Professionalism & discretion
Strong attention to detail
Client-focused approach
Initiative and problem-solving mindset