Coton Design & Build
Executive Assistant
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Executive Assistant to the Managing Director
Location: London, UK
Employment Type: Full-time
Salary: Competitive, dependent on experience
About Us
We are a private boutique design and build firm delivering exceptional residential, commercial and hospitality projects across London and internationally. Our reputation is built on exceptional craftsmanship, meticulous attention to detail and the delivery of bespoke spaces for discerning private and commercial clients.
As we continue to grow, we are seeking an exceptional Executive Assistant to work alongside our Managing Director. This is a pivotal, high-trust role suited to an experienced professional who thrives in a fast-paced environment, anticipates needs before they arise and enjoys being at the centre of a dynamic business.
The Role
Reporting directly to the Managing Director, you will be responsible for managing executive priorities, ensuring seamless day-to-day operations and enabling the Managing Director to focus on driving the business forward.
This is far more than diary management. We are looking for someone who is proactive, highly organised, commercially aware and capable of managing multiple priorities with professionalism, discretion and confidence.
Key Responsibilities
- Managing a complex and ever-changing diary and executive schedule
- Coordinating UK and international travel, accommodation and detailed itineraries
- Organising meetings, preparing agendas and ensuring follow-up actions are completed
- Preparing presentations, reports, correspondence and executive documentation
- Acting as the first point of contact for clients, consultants, suppliers and key stakeholders
- Managing confidential information with the highest level of discretion
- Coordinating client events, business functions and executive engagements
- Supporting project administration and wider business operations
- Assisting with personal appointments and lifestyle management where appropriate
- Monitoring emails and ensuring key priorities are actioned promptly
- Liaising with architects, designers, contractors and high-profile clients
- Managing day-to-day financial administration, including purchase invoices, expense reconciliation, payment tracking and maintaining accurate financial records
- Liaising with external accountants and bookkeepers to ensure timely submission of financial information and support month-end and year-end processes
- Assisting with bookkeeping tasks and maintaining organised financial documentation
- Identifying opportunities to improve administrative processes and executive efficiency
- Providing flexible support across the wider business as priorities evolve
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About You
You are highly organised, calm under pressure and naturally proactive. You take ownership, think ahead and enjoy solving problems before they become issues. You build trusted relationships with ease and are comfortable working with senior stakeholders and high-profile clients.
You will ideally have:
- Previous experience as an Executive Assistant supporting a Managing Director, CEO, Founder or other senior executive
- Experience with bookkeeping, financial administration and working alongside external accountants
- Strong understanding of invoices, expenses, reconciliations and financial record keeping
- Outstanding organisational and time management skills
- Excellent written and verbal communication skills
- Exceptional attention to detail
- Advanced proficiency in Microsoft 365, including Outlook, Word, Excel, PowerPoint and Teams
- Experience coordinating complex international travel and executive schedules
- The highest levels of professionalism, discretion and confidentiality
- The ability to work independently while anticipating the needs of senior leadership
- A positive, adaptable and solutions-focused approach
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Experience within design, architecture, construction, luxury property or professional services would be advantageous but is not essential.
What We Offer
- The opportunity to work closely with the Managing Director of an ambitious and growing boutique design and build firm
- Exposure to prestigious projects across London and internationally
- A collaborative, entrepreneurial and supportive working environment
- Genuine opportunities for professional growth and long-term career development
- Competitive salary and benefits package
- A varied and rewarding role where every day is different
Ready to Apply?
If you are an experienced Executive Assistant looking for a role where you can make a genuine impact within a growing international business, we’d love to hear from you.
Please submit your CV along with a brief cover letter explaining why you would be an excellent fit for this opportunity.
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