Executive Assistant
A rapidly expanding family-run design and construction business in Stoke-on-Trent, specialising in home renovations, bespoke extensions and new build eco-homes, is looking for an experienced Executive Assistant to the Project Manager with a strong operational background to keep communication flowing and projects on track.
The ideal candidate will be proactive, highly organised, personable and adaptable, and play a key role in ensuring business operations run smoothly. You'll work closely with clients, site teams, and office staff to ensure projects are delivered on time, within budget, and to high standards.
As the Executive Assistant your key responsibilities will include:
* Act as the main liaison between clients, subcontractors, and the internal team—managing communication, providing regular project updates, and handling inquiries, changes, and feedback.
* Coordinate and lead project administration, including gathering quotes, scheduling meetings, maintaining project files, and running weekly team meetings with clear agendas and action tracking.
* Manage project finances by maintaining budget spreadsheets, tracking variations, issuing invoices, preparing estimates, allocating expenses in Xero, and ensuring all records are accurate.
* Oversee health and safety processes by preparing and distributing required documentation (RAMS, CPP, etc.) and liaising with the H&S Consultant.
* Handle procurement and scheduling by ordering products/services, ensuring timely delivery, and keeping daily schedules updated with all tasks completed.
* Maintain organised, accessible records for budgets, correspondence, health and safety, and all project documentation.
The Executive Assistant will be able to demonstrate the following skills and attributes:
* Previous experience in project coordination, executive assistance, or construction administration is essential.
* Highly organised with exceptional communication and problem-solving abilities.
* Strong attention to detail and confidence juggling multiple priorities at once.
* Proficient in Microsoft Office (Excel, Word) and comfortable with project management software. (Training on specific platforms will be provided).
* Familiarity with construction project workflows and health and safety documentation would be a distinct advantage.
You will be working Monday to Friday from the office in Stoke on Trent.
Appointment will be subject to right to work checks and satisfactory references.
If this sounds like the Executive Assistant position for you, click apply to send us your CV now