Executive Assistant to Senior Management

3 days ago

Godalming, Surrey, United Kingdom Portfolio Full time

About the Role:

We are seeking a highly skilled and experienced Executive Assistant to join our team at Portfolio. As an Executive Assistant to Senior Management, you will play a vital role in supporting the smooth and timely delivery of projects by ensuring that processes are followed and through efficient document control and interaction with project parties.

Main Responsibilities:

  • Director Support: Provide administrative support to the two project Directors, including preparing documentation for presentations, handling calls and emails on their behalf, and carrying out business research.
  • Project Coordination: Assist with the coordination of project meetings, including preparations and follow-up tasks.
  • Supplier and Subcontractor Management: Assist in the management of suppliers and subcontractors, including sending enquiries, following up on quotes, and presenting options to the Project Manager for final negotiation and placement.
  • Document Control: Manage and maintain the Cortec shared file system for each project, including keeping hard copy records of important documents and correspondence.
  • Health and Safety: Assist with the creation and management of Construction Phase Health & Safety Plans and files, as well as requesting subcontractor health and safety information.
  • Site Records: Create and manage a system for daily site records to be rolled out across all projects, and manage and record site records, including changes for variation purposes.
  • Financial Management: Create and manage spreadsheets for monthly project valuations, and record contract-related dates, such as completions, defects periods, and retention releases.
  • Tender Management: Type tender returns and quotations for new projects.

Key Skills and Qualifications:

  • Administrative Skills: Strong administrative skills, including the ability to efficiently manage and prioritize own time and tasks.
  • Communication Skills: Excellent communication skills, including the ability to adapt quickly to changing project needs and remain calm under pressure.
  • Technical Skills: Strong technical skills, including proficiency in Microsoft Office and experience with business management systems.
  • Business Acumen: Strong business acumen, including the ability to negotiate and handle high-level and challenging conversations.

Working Hours: 7.30am - 5.00pm (Monday to Friday), TBC.

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