The Executive Assistant (EA) to the Commercial Director will be a vital member of the team, providing high-level administrative and organisational support to the Commercial Director. The EA will help streamline operations, facilitate communications, and support strategic projects/tasks to ensure the Director can focus on driving commercial growth. This fast-paced role demands a proactive and discreet individual with excellent communication skills and exceptional organisational abilities.
Flexible working: We welcome you to ask about the flexibility you need. This might be part-time, remote working, or compressed hours, for example. Anyone who applies for a role can ask about flexibility at interview. In return, we will explore what is possible for the role.
Role Responsibility
Administrative Support:
* Oversee the Commercial Director’s calendar, scheduling meetings, managing appointments, etc.
* Monitor and prioritise the Director’s inbox, ensuring timely responses to urgent queries and flagging important matters.
* Organise and prepare for key meetings, ensuring the Director has all necessary documents and briefing materials.
* Draft, review, and send communications on behalf of the Commercial Director, including emails and reports.
Meeting and Event Coordination:
* Arrange and facilitate meetings with internal teams, stakeholders, and external partners.
* Prepare meeting agendas, manage attendance, and document minutes, following up on action points to ensure completion.
* Plan and coordinate team events, business reviews, and offsite meetings, including managing budgets and logistics.
Stakeholder Liaison and Relationship Building:
* Serve as a point of contact between the Commercial Director and other departments, clients, and business partners.
* Foster and maintain positive relationships with key stakeholders, ensuring the Director is fully informed of issues and opportunities.
* Represent the Commercial Director with a high degree of professionalism, handling confidential information with discretion.
Reporting and Documentation:
* Prepare reports, presentations, and other documents to support project planning.
* Monitor, collate, and analyse commercial data.
* Track and reconcile expenses.
General Office and Administrative Duties:
* Provide backup support to other members of the Commercial team as needed.
* Manage special projects and ad-hoc requests as required, demonstrating a flexible and problem-solving approach.
The Ideal Candidate
* Education: Bachelor’s degree in Business Administration, Communications, or related field is preferred.
* Experience: Extensive experience in an executive assistant or similar administrative support role, preferably in a commercial or construction environment.
* Technical Proficiency: Strong knowledge of Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and experience with project management tools.
* Communication Skills: Excellent verbal and written communication skills, with a confident and professional approach to interacting with stakeholders at all levels.
* Organisation and Time Management: Superior organisational skills, with the ability to multitask, prioritise, and maintain accuracy under tight deadlines.
* Attention to Detail: High attention to detail, particularly when preparing reports, handling data, and maintaining records.
* Problem-Solving: Proactive approach to solving challenges, with the ability to anticipate needs and respond quickly to shifting priorities.
* Interpersonal Skills: Friendly, professional, and approachable, with strong relationship-building abilities.
* Discretion and Confidentiality: Demonstrated experience in handling confidential and sensitive information.
About the Company
The role will work on the HS2 project. HS2 is the UK’s new high-speed rail network. It will be a catalyst for economic growth across Britain, freeing up space on the existing railways and connecting 8 out of the UK’s 10 biggest cities with fast, reliable, and frequent high-speed services.
The Skanska | Costain | STRABAG (SCS JV) is delivering the HS2 London Tunnels Contract. Scope of works includes twin-bored tunnels (TBM), SCL tunnels, shaft sinking, bridge demolition and reconstruction, services diversions, earthworks, and the construction of site compounds.
You’ll be a welcomed member of the wider team, with opportunities to take on additional responsibility, join one of our networks for women, military or LGBT+ staff, and participate in cultural and social events with the local community.
Your personal and professional development is important to us. We welcome a discussion about how we can support you with further study or professional membership or attainment.
HS2 – working with Skanska, Costain, and STRABAG, closely monitors job applications to ensure an inclusive recruitment process. To ensure we are able to maintain this, and to recruit a diverse workforce, we require candidates to complete the diversity form as part of their application so we are able to monitor and improve our approach to diversity.
We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
SCS Railways is a Disability Confident Leader. We want to encourage disabled people to apply for our roles and have an opportunity to display your skills, talent, and abilities.
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