Executive Assistant

Full-time, permanent role

Based full time in West London

Need to come from a strong construction background

About the role of Executive Assistant

As the Executive Assistant, specifically for this project & the wider business, your purpose will be to assist the Commercial Manager with general operational duties (e.g. procurement, document management), and ensure operational processes are followed.

• Email management of the Commercial Manager. Regular monitoring of CM inbox and sorting received mail into preset subfolders, hold other team members accountable to action relevant tasks. Hold regular mtgs with CM to discuss and agree actions for any that cannot be actioned by EA.
• Diary management of the Commercial Manager - same principles as above
• Management of general shared task tracker with CM; actioning items in accordance with agreed timescales
• Management of various project trackers and reporting to Commercial Manager on these weekly e.g. Subcontractor Payment Tracker, Subcontractor Insurances Tracker. Create new trackers as directed by Commercial Manager
• Carry out checks on Subcontractors Inspection & Test Plans to ensure quality is being managed and documented
• Procurement of materials as directed by the Project Manager or Commercial Manager, via our dedicated software
• Assembling Monthly Progress reports for the client team
• Attending Project meetings and taking notes. Issuing minutes where requested. Entering tasks to diaries as required
• Filing of documents on SharePoint & uploading relevant documents to Asite, checking Asite notifications and redistribution within the project team
• Approval of Purchase Invoices via relevant Software (or re-assignment to PM if appropriate)
• Assist in maintenance of general project documentation e.g. site file, H&S reports etc
• Set up O&M Files / Compile information as orders are placed with suppliers
• Assist Commercial Manager with assembling internal reports on project governance and financial updates
• Assist Commercial Manager and QS with maintaining overall cost control with summary reports

If you want to hear more about this role, please apply with an up-to-date copy of your CV or contact Tia Bairam in our London office at (url removed)