We are currently recruiting for an Executive Assistant working in Birmingham on a full time and permanent basis.
Salary: £30-35,000 per annum
Hours: Monday to Friday - 9am until 5:30pm with 30min unpaid break.
Company Benefits
25 holiday days + Bank Holidays
Company Events
Dress down Friday's
About the role
This role requires excellent coordination, communication, and administrative skills, along with the ability to manage complex and sensitive matters with discretion. You will be responsible for ensuring the smooth operation of daily executive functions, supporting project oversight, and maintaining effective stakeholder relationships.
Key Responsibilities
· Manage and prioritise complex diaries, including coordinating high-level internal and external meetings.
· Prepare and review documents, reports, presentations, correspondence, and briefing notes for senior leadership.
· Exercise discretion when handling sensitive or confidential information, ensuring the highest standards of privacy.
· Proactively manage tasks, reminders, and workflows to support the Director's efficiency and priorities.
· Support the planning, implementation, and monitoring of strategic and operational projects.
· Coordinate internal and external project meetings, including agenda setting, minute taking, and action tracking.
· Maintain up-to-date project documentation, including project schedules, issue logs, and risk registers.
· Liaise with stakeholders, subcontractors, and council representatives to ensure the timely delivery of key milestones.
· Provide regular progress reports to senior management, identifying any risks, delays, or required interventions.
· Oversee procurement activities, maintaining stock levels of office supplies and coordinating with approved vendors.
· Assist in the development and implementation of office policies and procedures to improve workflow and efficiency.
· Organise office logistics including maintenance issues, office equipment support, and liaising with facilities management.
· Process expense claims, ensuring accurate reconciliation in line with company policies.
· Serve as the primary liaison for all communications on behalf of the Director.
· Coordinate and facilitate communication across departments to support collaborative working relationships.
· Support the organisation of corporate events, staff engagements, and community outreach initiatives.
· Monitor operational risks and flag potential challenges in workflows or project delivery.
· Maintain issue logs and follow up on mitigation actions with relevant team members.
· Maintain compliance with regulatory, contractual, and policy obligations in all executive and project-related tasks.
· Conduct periodic audits of files and trackers to ensure data accuracy and version control.
· Support onboarding processes for new senior team members or staff working closely with the Director.
· Provide occasional cover for reception duties or other administrative colleagues in periods of absence.
If you are a proactive and highly organised Executive Assistant, a strong communicator and capable of working autonomously while maintaining a high level of efficiency and professionalism then please apply! For more information call Rebecca on (phone number removed).
Construction experience would be advantageous
S14
About Us
We are dedicated to fostering a diverse and inclusive community. In line with our Diversity and Inclusion policy, we welcome applications from all qualified individuals, regardless of age, gender, ethnicity, sexual orientation, or disability. As a Disability Confident Employer, and part of the Nicholas Associates Group, we are committed to supporting candidates with disabilities, and we're happy to discuss flexible working options.
We are committed to protecting the privacy of all our candidates and clients. If you choose to apply, your information will be processed in accordance with the Nicholas Associates Group of companies