Executive Personal Assistant job at London Full Time NEW

About the Role

We are seeking an exceptional Executive & Personal Assistant to support the Managing Director of a group of construction and restoration companies operating across the United Kingdom and France.

This is a trusted and varied position supporting a fast-paced and growing international business. The successful candidate will play a key role in helping structure, coordinate, and streamline operations across multiple entities and departments.

The role requires professionalism, discretion, strong organisational ability, and the confidence to communicate effectively with senior stakeholders, managers, clients, and advisors.

1. Executive & Personal Assistant Support

• Complex diary and calendar management across multiple time zones
• Scheduling and coordinating meetings with internal and external stakeholders
• Managing travel arrangements and itineraries (occasional travel required)
• Handling correspondence, emails, and calls on behalf of the Managing Director
• Acting as the first point of contact for urgent matters and escalating issues where appropriate
• Preparing briefing notes, summaries, reports, and follow-up actions for meetings
• Assisting with both business and occasional personal administrative matters
• Maintaining absolute confidentiality and professionalism at all times

2. Operations & Business Coordination

• Act as the operational link between the Managing Director and teams across the UK and France
• Regularly obtain updates from line managers regarding operations, staffing, financial performance, risks, and upcoming priorities
• Consolidate updates into clear and structured management reports
• Monitor ongoing actions and ensure follow-ups are completed
• Help improve communication and accountability across all entities

3. Oversight & Process Management

• Support the smooth day-to-day operations of all companies within the group
• Identify operational inefficiencies or gaps and report them proactively
• Assist in implementing systems, processes, and operational structures
• Coordinate cross-country initiatives and ensure consistency where appropriate
• Help bring structure, organisation, and visibility across multiple business functions

4. Stakeholder & Communication Management

• Liaise confidently with senior internal stakeholders, external partners, consultants, suppliers, and clients
• Ensure communication is professional, efficient, and aligned across all parties
• Represent the Managing Director professionally when required
• Build strong working relationships across all levels of the business

5. Availability & Flexibility

• Core working hours: Monday to Friday, 8:00am – 5:00pm
• Flexibility required for occasional out-of-hours support and limited travel when required

Skills & Experience Required – Essential

• Proven experience as a Senior Executive Assistant, Personal Assistant, Operations Manager, or similar hybrid role
• Experience supporting a Managing Director, CEO, entrepreneur, or senior executive
• Strong operational and commercial mindset with the ability to understand business functions
• Excellent organisational and time-management skills
• Strong written and verbal communication abilities
• Ability to manage multiple priorities across different countries and time zones
• High level of discretion, professionalism, and reliability
• Confidence dealing with senior stakeholders
• Ability to work independently, proactively, and under pressure

Desirable

• Experience working across multiple jurisdictions or international businesses
• Background in construction, property, restoration, operations, or project coordination
• French language skills (advantageous but not essential)

Personal Attributes

• Highly organised and detail-oriented
• Professional, polished, and adaptable
• Proactive and solution-focused
• Calm under pressure
• Trustworthy and discreet
• Strong communicator with a positive attitude
• Loyal, committed, and capable of handling confidential matters with maturity

Benefits & Perks

• Private health insurance
• Gym membership
• Company mobile phone
• Opportunity to work within a growing international business
• Exposure to diverse and exciting projects
• Long-term growth opportunities within the company
• Additional company benefits and perks

Work Location: In person