ADAM Architecture
Executive Assistant - 12 Month Fixed-Term Maternity Cover
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Application Deadline: 30 November 2026 Department: Administration Location: Winchester, Hampshire
Description
We are seeking an experienced Executive Assistant to join our support team on a fixed-term basis for 12 months to provide maternity cover. This is a varied and rewarding role providing high-level administrative, organisational and project support to the Director of Operations and wider Executive Board.
Working closely with senior leadership and colleagues across our Winchester and London offices, you will play a key role in helping to ensure effective communication, smooth diary and meeting management, accurate document preparation and the successful coordination of executive-level priorities. You will act as a trusted first point of contact for internal and external stakeholders, handling sensitive information with professionalism, discretion and confidentiality.
Key Responsibilities
- Provide high-level administrative support to the Director of Operations and wider Executive Board.
- Serve as a professional first point of contact, managing communications with discretion and confidence.
- Screen and respond to emails, calls and correspondence on behalf of the Director of Operations where appropriate.
- Manage complex diaries, prioritise meetings, resolve scheduling conflicts and coordinate appointments and engagements.
- Prepare agendas, presentations, briefing materials, reports, memos and other corporate documents.
- Take minutes during senior-level meetings and follow up on actions to ensure progress is tracked.
- Coordinate travel itineraries, accommodation and transport logistics as required.
- Manage and organise digital and physical files, ensuring accessibility and compliance with company standards.
- Support the planning and coordination of company events, conferences, away days, chalk talks and team activities.
- Assist in managing key projects, tracking deadlines and coordinating across teams to ensure priorities are delivered.
- Maintain strict confidentiality and support a positive, professional and collaborative working culture.
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What we're looking for
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- Experience as an Executive Assistant, Personal Assistant or similar role supporting senior-level professionals.
- Exceptional organisational skills, with the ability to manage complex diaries, priorities and deadlines.
- Excellent written and verbal communication skills, including the ability to draft, proofread and edit documents accurately.
- Strong proficiency in Microsoft Office Suite; experience with Adobe Creative Suite would be an advantage.
- Confidence taking dictation and editing documents in a live scenario.
- Ability to adapt to new software and support the creation or formatting of visual materials, diagrams or flow charts.
- Strong interpersonal skills and the ability to work effectively with a wide range of colleagues and stakeholders.
- A proactive, calm and flexible approach, with sound judgement and attention to detail.
- A high level of discretion and confidentiality when handling sensitive information.
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