Executive Assistant

About the role

We are seeking a highly organised and proactive Executive Assistant to provide dedicated administrative and coordination support across a highly prestigious restoration & renewal project. This is a key role supporting the smooth running of day-to-day project activities, helping the team maintain high standards of communication, organisation, and submission quality.

The successful candidate will support designated Principals, Directors, and project teams by managing diaries, organising meetings, preparing minutes, tracking actions, and maintaining key project trackers. You will also coordinate client meetings, support the Employer with on-site logistics, and assist with onboarding, offboarding, travel, access arrangements, and wider team communications.

You will play an important role in supporting report preparation, document formatting, presentations, design report development, and quality assurance. This will include helping to maintain templates, update content, support consistent formatting, and ensure submissions are prepared to a high standard, often to tight deadlines.

Key Responsibilities:

• Provide administrative and coordination support across the Project Task Order, ensuring project administration processes are followed and information is kept accurate and up to date.
• Manage diaries, organise meetings, issue invitations, book rooms and refreshments, prepare minutes, and track actions through to completion.
• Coordinate client and Employer meetings, including room bookings, on-site logistics, access arrangements, and general support for attendees.
• Support the preparation, formatting, and quality assurance of reports, presentations, meeting minutes, submissions, and project documentation.
• Maintain project trackers and support consistent team communication, including staff onboarding and offboarding notifications, CV notifications, holiday tracking, travel arrangements, and access requirements.
• Support design report development, including creating and managing templates, adding and updating content, addressing comments, formatting, quality assurance, and submission checks across Microsoft Word, PowerPoint, and Adobe InDesign.
• Provide wider project support including risk register updates, multidisciplinary team coordination, team building and social event organisation, mini-site support, and general administration to reduce pressure on senior, technical, and commercial staff.

About you

We’re looking for someone with experience as an Executive Assistant, Office Administrator, Project Administrator, or in a similar coordination role.

• You will need to be confident working in a busy project environment, able to manage competing priorities, and comfortable supporting senior stakeholders, project teams, and client-facing activities.
• Strong organisational and time management skills, with the ability to manage diaries, coordinate meetings, track actions, and keep information accurate and up to date.
• Excellent communication skills, both written and verbal, with the confidence to liaise professionally with colleagues, clients, the Employer, and external stakeholders.
• Excellent attention to detail and strong written English, with the ability to support document formatting, report preparation, presentations, templates, comment resolution, and quality checks to a consistent standard.
• Strong digital skills, including Microsoft Office applications such as Outlook, Word, Excel, PowerPoint, and Teams, with experience using Adobe InDesign and Acrobat to support reports, presentations, templates, formatting, and document quality assurance.
• A proactive, flexible, and collaborative approach, with the confidence to use initiative, anticipate what is needed, stay calm under pressure, adapt to the dynamic nature of project delivery, and support the wider team in delivering a high-quality service.
• Strong interpersonal skills, with a positive, approachable, and professional manner, discretion when handling sensitive information, resilience, reliability, and the ability to build effective working relationships across a multidisciplinary team.
• Experience supporting staff onboarding and offboarding, CV preparation or notifications, holiday tracking, risk registers, team communications, travel, and access arrangements would be helpful.
• You will need to be eligible for security clearance, in line with the requirements of the project.
• Experience working in a design, construction, consultancy, or project-based environment would be beneficial, particularly where coordination, document control, and client-facing support are required.