Executive Personal Assistant to Managing Director
Location: Near Westfield, East Sussex
Hours: Monday - Friday, 8:30am - 5:00pm (Flexibility required — occasional out-of-hours support may be needed)
The Opportunity
We are seeking an exceptional Executive Personal Assistant to support a highly driven and detail-oriented Managing Director within a fast-paced construction environment.
This is not a traditional PA role. It is a trusted right-hand position for someone who thrives on precision, anticipates needs before they are voiced, and enjoys operating at pace. The Managing Director is decisive, focused, and operates in a very clear, results-driven manner — he values efficiency, accuracy, and getting things right the first time.
The successful candidate will be someone who can bring structure to a busy schedule, clarity to competing priorities, and calm to complexity.
The Role
This is a dual business and personal support role, combining executive assistance, office management, and construction administration oversight.
You will be responsible for ensuring the smooth running of the Managing Director's professional and personal commitments, while supporting the wider office and site teams to maintain productivity, compliance, and morale.
No two days will be the same.
Key Responsibilities
Executive & Personal Support
Complex diary management with proactive forward planning
Anticipating requirements and preparing briefing notes and reminders
Managing travel arrangements, hotel bookings, events and logistics (including occasional out-of-hours support)
Comprehensive inbox management and correspondence handling
Preparing weekly movement schedules and planning documentation
Managing confidential personal information (financial records, property documentation, tenancy agreements, mortgage details, identification records, etc.)
Overseeing household administration, school arrangements, and property paperwork
Providing journey plans and detailed itineraries
Ordering, returns, expense tracking and financial administration
Acting as a gatekeeper while maintaining professional relationships Business & Office Management
Supporting all office staff to maximise productivity and morale
Acting as a central coordination point across multiple construction sites
Preparing and issuing Health & Safety documentation (RAMS, CPPs, FSP&RA)
Managing Teams platforms and ensuring project documentation is uploaded and trackers maintained
Assisting with CHAS/SMAS accreditation renewals
Coordinating weekly reports including:
Saturday rota
Labour pairings
Stock lists
H&S reports and meeting minutes
Supporting fleet management and maintaining the training matrix
Ensuring accurate record keeping for project handovers
Maintaining contract trackers and compliance documentation
Liaising with clients, suppliers and internal teams with clarity and confidence
Taking notes at meetings which may involve travelling too and from meetings at different locations, therefore your own transport is required. The Person
We are looking for someone who:
Has a minimum of 3 years' experience in a PA or Executive Assistant role
Has experience within construction or a related environment
Is highly organised with exceptional attention to detail
Naturally thinks three steps ahead and plans for different outcomes
Is resilient and thrives in a demanding, high-performance environment
Is confident handling highly sensitive and confidential information
Is decisive, structured and comfortable working with clear expectations
Communicates confidently across all levels
Is proactive, solutions-focused and quick to learn
Understands that excellence is expected — and enjoys delivering it This role would suit someone who takes pride in being indispensable.
Working Environment
The Managing Director operates in a fast-paced, direct and results-oriented manner. He values loyalty, precision, and initiative. This role requires someone who can confidently manage expectations, maintain structure, and bring organisation to a dynamic schedule.
For the right person, this is an opportunity to become a long-term, trusted partner in a growing and successful business.
Package
Competitive salary (dependent on experience)
Comprehensive healthcare package (after qualifying period)
20 days annual leave plus bank holidays, increasing with length of service (capped)
Pension contribution (5% employee / 3% employer)
Onsite parking
Full-time, office-based role in Battle, East Sussex