Rider Levett Bucknall RLB
Executive Assistant
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Department: Executive
Location: Manchester
Description
Why RLB?
At RLB, we live by four simple ideas: Truth, Trust, Together, Tomorrow. Four values that live at the heart of RLB. A place where People Make Progress.
We value your skills, talents and unique perspectives – we think they are priceless.
Bring them to RLB and you’ll be empowered to shape our future and your career in new and meaningful ways.
We’ll give you opportunities to work on some of the most ambitious and exciting projects currently being designed and developed in the built environment sector.
You’ll continue to learn and advance as everyone who works for us is provided with a tailored training programme. Our mentoring and reverse mentoring schemes will enable you to share your expertise while gaining fresh insights.
What makes RLB unique is our inclusive culture. As an independent, employee-owned business, teamwork and collaboration lies at the heart of everything we do. Hybrid and flexible working arrangements and family-friendly policies are just some of the ways we invest in employee wellbeing.
Join us and you will thrive personally as well as professionally.
Role Overview
The Executive Assistant (EA) is a strategic partner to the UK & Europe Regional Directors, ensuring leadership time is protected, priorities are advanced without bottlenecks, and regional operations run smoothly.
The role combines high‑calibre executive support with governance coordination, digital fluency, data confidence, and proactive stakeholder management across multiple countries and time zones. The EA anticipates needs, exercises sound judgement under delegated authority, and drives continuous improvement in ways of working.
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Working Pattern
- Full‑time, hybrid working.
- Some UK & Europe travel may be required.
- Occasional early/late calls for European time zones.
Key Responsibilities
Governance, Board & Regional Cadence
- Executive Partnership & Leadership Support
- Proactively manage complex, fast‑moving diaries, resolve conflicts, and plan ahead to optimise the Directors’ time.
- Act as gatekeeper and first point of contact, triaging communications and making day‑to‑day decisions that protect leadership focus.
- Prepare meeting briefs, packs and pre‑reads; attend meetings, take precise minutes, and drive action follow‑up to completion.
- Arrange complex domestic and international travel, itineraries, visas, risk assessments, and logistics.
- Organise leadership breakfasts, lunches, dinners and events.
- Complete monthly personal expenses and credit card reviews.
- Hold weekly 1:1 meetings with the Regional Directors.
- Own the Structure Meeting Schedule to 2030.
- Attend UK & Europe Board meetings; lead agenda preparation, minutes, and action logs.
- Prepare and govern Teams Planners; ensure actions are progressed.
- Manage Quarterly Europe Board Meetings and documentation.
Digital Operations & Data
- Maintain and improve digital workflows using Microsoft 365.
- Oversee D365 debt reporting and regional debt percentages.
- Support weekly debt‑chase processes and communications.
- Support timesheet entry protocol and reporting.
- Maintain Clear Review cycles and LinkedIn management for the Regional Director.
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Projects, Change & Continuous Improvement
- Regional Communications & Stakeholder Management
- Coordinate communications across the UK & Europe Region.
- Build strong cross‑regional relationships.
- Handle confidential information with discretion.
- Liaise with other EA’s and Office Managers to coordinate priorities across the business.
- Support business development, operational projects and change initiatives.
- Identify workflow improvements and support adoption of new systems.
- Support Succession Planning and the 2040 Strategy.
- Uphold the One RLB Vision and Culture.
Candidate Profile
Experience
- Proven experience supporting senior leaders.
- Experience with board support, agendas, and minutes.
- Cross‑regional coordination.
- Travel and leadership event coordination.
- Familiarity with D365 and LinkedIn (advantageous).
Skills & Competencies:
- Judgement, discretion, anticipation, planning, influence.
- Strong communication skills.
- Digital fluency and data accuracy.
- Calm under pressure and relationship‑driven.
- High initiative and decision‑making confidence.
Tools & Systems:
- Microsoft 365, D365, Clear Review, LinkedIn.
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