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Senior Executive Assistant

3 months ago

Godalming, United Kingdom Portfolio Full time

Executive Assistant to the two project Directors, a key first task will be to implement business management systems to improve performance and communication company-wide as we seek to grow the business. This will require ongoing development and implementation as the business develops and grows. Including PA activities for the directors, for example preparing documentation for presentations, handling calls and emails on the directors' behalf, carrying out business research.

You will play a vital role in assisting with the smooth and timely delivery of projects, by ensuring that processes are followed and through efficient document control and interaction with project parties . You will become a key part of a small team, and will carry out a wide variety of tasks.

Main areas of Responsibility:

The role includes (though is not limited to) the following areas of responsibility:

  • Director inbox and calender management.
  • Preparations for project meetings.
  • Assisting in Supplier & Subcontractor Order Processing:
  • Sending enquiries to Suppliers & Subcontractors
  • Following up and comparing quotes
  • Presentation of options to Project Manager for final negotiation/placement
  • Typing and sending of Subcontract Orders
  • Assisting with other project related Admin:
  • Document Control and management of Cortec shared file system for each project
  • Keeping hard copy records of important documents and correspondence for each project
  • Assisting with Construction Phase Health & Safety Plans / Files
  • Requesting Subcontractor Health & Safety Info
  • Creating system for Daily site records to be rolled out across all projects
  • Managing and recording site records, including changes for variation purposes
  • Creating and managing spreadsheets for monthly project valuations
  • Recording contract related dates, such as completions, defects periods, retention releases, etc
  • Typing of Tender Returns / Quotations for New Projects

Key Skills:

  • Ability to efficiently manage and prioritise own time and tasks
  • Creativity and ingenuity
  • Good attention to detail
  • Ability to adapt quickly to changing project needs
  • Ability to remain calm under pressure
  • Good sense of humour

Experience and Qualifications:

  • Strong in usage of Microsoft Office
  • Negotiation experience
  • Experience in writing critical emails/letters
  • Handling of high level and challenging phone conversations

Working Hours: 7.30am - 5.00pm (Mon-Fri) TBC