Executive Assistant & Engineering Team Coordinator
Contract: Temporary (start immediately) with strong potential to become permanent after 4-6 weeks
Rate: £20–£22 per hour
Location: London / Hybrid (minimum 4 days per week in office; client sites as required)
Start: ASAP
Reports to: Managing Director
About the Role
We are seeking a highly organised, proactive Executive Assistant & Engineering Team Coordinator to support a growing engineering consultancy delivering critical infrastructure projects across the NHS and wider public sector. The work spans power, fire safety, ventilation, civil works, and health & safety.
This is a senior support role requiring someone dependable, structured, and confident working in a technical environment. You will be the operational backbone of the engineering team, ensuring documentation, systems, and processes run smoothly so project managers and engineers can focus on delivery. You will take ownership of administrative workflows, project documentation, and day‑to‑day coordination across multiple live projects.
The role begins as a temporary contract with a clear pathway to a permanent position for the right candidate.
Key Responsibilities
Executive & Engineering Team Support
* Provide high‑level PA support to the Head of Engineering and wider technical team.
* Manage complex diaries, meetings, and shifting priorities across multiple projects.
* Track actions, deadlines, and follow‑ups to ensure timely completion.
* Maintain project and technical files to audit‑ready standards.
* Oversee version control for drawings, specifications, reports, and site documentation.
* Manage expenses, timesheets, and travel logistics.
* Support compliance documentation and project close‑out packs.
* Identify and implement process improvements to streamline team operations.
Office & Project Coordination
* Receive, log, and track deliveries (samples, materials, equipment).
* Prepare and package items for client meetings, site visits, or external shipment.
* Maintain organised storage areas for samples and equipment.
* Assist with tender submissions, client presentations, and document production.
* Step in to resolve practical office or on‑site tasks at short notice.
* Anticipate needs and proactively remove obstacles for the engineering team.
Person Specification
Essential Experience & Skills
* 5+ years’ experience in PA, administrative, or project support roles.
* Background in engineering, construction, infrastructure, or similar technical environments.
* Exceptional organisational skills and meticulous attention to detail.
* Strong process mindset with the ability to build and maintain robust systems.
* Comfortable with both desk‑based coordination and hands‑on practical tasks.
* Reliable and able to attend the London office at least 4 days per week.
* Excellent communication skills across technical and non‑technical stakeholders.
* Calm, pragmatic, and solutions‑focused under pressure.
* Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint).
* Experience with document control, version management, and audit‑ready filing.
* Proven ability to manage multiple priorities independently.
Desirable
* Experience supporting tender submissions or bid preparation.
* Knowledge of NEC contracts or construction project governance.
* Familiarity with NHS or public‑sector environments.
* Experience using AI 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.