Job Description
Position: Executive Assistance and Team Coordinator
Reporting to: Managing Director
Contract Type: Temp to Perm (with view to go permanent)
Start Date: ASAP
Location: London / Hybrid (minimum 4 days per week in office / client sites as required)
Salary: Up to £45,000 per annum depending on experience
About the Role
The business is expanding and is seeking an experienced, dependable professional to join as an Executive Assistant and Team Coordinator. The organisation delivers critical engineering infrastructure projects across the NHS and wider public sector, with expertise spanning power, fire, ventilation, civil construction, and health & safety.
This is not a junior role. You will be the organisational backbone of the engineering team, enabling project managers and engineers to focus on delivery. You will take ownership of systems, documentation, and processes, ensuring we operate efficiently and professionally as they scale.
This role is initially offered on a 12-month fixed-term contract on a temporary basis with a strong likelihood of extension or transition to a permanent position based on performance.
Key Responsibilities
Engineering Team PA Support
* Provide high-level PA support to the Head of Engineering and wider team.
* Proactively manage complex diaries, meetings, and priorities across multiple projects.
* Track actions and follow-ups, ensuring accountability and timely closure.
* Own and maintain project and technical construction files to audit-ready standards.
* Ensure all documentation (drawings, specifications, reports, site records) is rigorously version-controlled and accessible.
* Manage expenses, timesheets, and travel arrangements for the engineering team.
* Support compliance documentation and project close-out reporting.
* Identify and implement process improvements that enhance team efficiency.
Hands-On Office & Project Support
* Receive, log, and track incoming deliveries (samples, materials, equipment).
* Prepare and package items for client meetings, site visits, or external shipment.
* Maintain organised storage areas for samples, materials, and equipment.
* Support the team with tender submissions, client presentations, and document production.
* Step in at short notice to resolve practical on-site or office tasks.
* Anticipate needs and solve problems before they escalate.
Person Specification
Essential Experience & Skills
* Minimum 5-7 years' experience in a PA, administration, or project support role, ideally within construction, engineering, or infrastructure.
* Exceptional organisational skills with meticulous attention to detail.
* Highly process-driven; able to create and maintain robust systems.
* Comfortable balancing desk-based coordination with practical, hands-on tasks.
* Reliable and able to attend the London office minimum 3 days per week.
* Strong communication skills across technical and non-technical stakeholders.
* Pragmatic, service-oriented mindset with excellent judgement.
* Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
* Experience with document control, version management, and audit-ready filing.
* Proven ability to manage multiple priorities independently and calmly under pressure.
Desirable
* Experience supporting tender submissions or bid preparation.
* Knowledge of NEC contracts or construction project governance
* Familiarity with NHS or public sector environments.
* Experienced in the use of A.I. tools to improve efficiency.
Personal Attributes
* Organised, dependable, and calm under pressure.
* Takes pride in accuracy and follow-through.
* Enables others to perform at their best.
* Proactive problem-solver who anticipates needs.
* High level of integrity and discretion.
* Comfortable working independently and taking ownership