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We are seeking a highly organised, proactive, and resourceful Executive Assistant to provide vital support to the Senior Leadership Team, and wider leadership of a busy Structural Examination Company working within the UK railway, infrastructure, and highways sectors. This role demands someone who can manage fast-paced project needs, handle confidential information, and ensure the day-to-day executive functions are carried out smoothly and professionally.
The key responsibilities for this Executive Assistant role are:
Executive Support:
* Manage diaries for Directors, including scheduling meetings, site visits, audits, and external appointments.
* Prepare, format, and proofread reports, tenders, and presentation documents.
* Handle travel arrangements (vehicle hire, hotel bookings, train tickets) in line with project requirements.
Project and Operational Support:
* Monitor and maintain project trackers for key client contracts.
* Collate and submit monthly and quarterly reporting packs (e.g., KPIs, audit outcomes, Health and Safety performance).
* Manage Business Document Control System.
* Assist the Delivery team with project mobilisation and closeout activities, including arranging inductions, PPE distribution, and vetting compliance documents.
Internal Coordination:
* Act as the point of contact for internal staff queries related to administrative processes.
* Coordinate team meetings, ensuring agenda preparation, note-taking, and action tracking.
* Manage with onboarding administrative tasks for new starters.
* Support with recruitment.
* Organise internal training sessions, health and safety briefings, and refresher courses.
Client Interface:
* Support client-facing communications, including confirming meeting times, collating pre-meeting materials and recording actions.
* Manage executive-level communications with Network Rail, Transport for London, Highways England, and Local Authorities as needed.
Office and Compliance Administration:
* Assist with maintaining ISO accreditations (e.g., 9001, 45001) through document tracking and audit preparation.
* Oversee office equipment contracts, supplies management, and facilities coordination.
* Liaise with insurance providers and fleet management.
Skills and experience required for this Executive Assistant role are:
* Proven experience as an Executive Assistant, Personal Assistant, Human Resources Assistant or Office Manager preferably within construction, rail, civil engineering, surveying, or infrastructure industries.
* Outstanding organisational and multitasking abilities.
* Excellent written and verbal communication skills.
* Strong attention to detail and confidentiality.
* Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
* Ability to work independently and prioritise tasks under pressure.
* Experience working with document management systems (e.g., SharePoint, DocuSign, CRM platforms) is advantageous.
Desirable knowledge, skills & experience for this Executive Assistant role are:
* Understanding of railway terminology, project lifecycles, and basic health and safety principles.
* Familiarity with railway compliance frameworks such as Sentinel, PTS (Personal Track Safety), and Network Rail standards.
* Knowledge of ISO management systems (particularly ISO 9001, ISO 45001).
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