Executive Assistant

Job title:

Executive Assistant

Company

Navartis

Job description

Executive AssistantWe are seeking a highly organised, proactive, and resourceful Executive Assistant to provide vital support to the Senior Leadership Team, and wider leadership of a busy Structural Examination Company working within the UK railway, infrastructure, and highways sectors. This role demands someone who can manage fast-paced project needs, handle confidential information, and ensure the day-to-day executive functions are carried out smoothly and professionally.The key responsibilities for this Executive Assistant role are:Executive Support:

• Manage diaries for Directors, including scheduling meetings, site visits, audits, and external appointments.
• Prepare, format, and proofread reports, tenders, and presentation documents.
• Handle travel arrangements (vehicle hire, hotel bookings, train tickets) in line with project requirements.

Project and Operational Support:

• Monitor and maintain project trackers for key client contracts.
• Collate and submit monthly and quarterly reporting packs (e.g., KPIs, audit outcomes, Health and Safety performance).
• Manage Business Document Control System.
• Assist the Delivery team with project mobilisation and closeout activities, including arranging inductions, PPE distribution, and vetting compliance documents.

Internal Coordination:

• Act as the point of contact for internal staff queries related to administrative processes.
• Coordinate team meetings, ensuring agenda preparation, note-taking, and action tracking.
• Manage with onboarding administrative tasks for new starters.
• Support with recruitment.
• Organise internal training sessions, health and safety briefings, and refresher courses.

Client Interface:

• Support client-facing communications, including confirming meeting times, collating pre-meeting materials and recording actions.
• Manage executive-level communications with Network Rail, Transport for London, Highways England, and Local Authorities as needed.

Office and Compliance Administration:

• Assist with maintaining ISO accreditations (e.g., 9001, 45001) through document tracking and audit preparation.
• Oversee office equipment contracts, supplies management, and facilities coordination.
• Liaise with insurance providers and fleet management.

Skills and experience required for this Executive Assistant role are:

• Proven experience as an Executive Assistant, Personal Assistant, Human Resources Assistant or Office Manager preferably within construction, rail, civil engineering, surveying, or infrastructure industries.
• Outstanding organisational and multitasking abilities.
• Excellent written and verbal communication skills.
• Strong attention to detail and confidentiality.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to work independently and prioritise tasks under pressure.
• Experience working with document management systems (e.g., SharePoint, DocuSign, CRM platforms) is advantageous.

Desirable knowledge, skills & experience for this Executive Assistant role are:

• Business Administration diploma or equivalent qualification.
• Understanding of railway terminology, project lifecycles, and basic health and safety principles.
• Familiarity with railway compliance frameworks such as Sentinel, PTS (Personal Track Safety), and Network Rail standards.
• Knowledge of ISO management systems (particularly ISO 9001, ISO 45001).

How to apply for this Exec

Expected salary

£60000 per year

Location

London

Job date

Fri, 27 Jun 2025 22:37:41 GMT

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