We are seeking a highly organized and proactive person to join our executive team as Executive Assistant to the CEO, Construction. This key role is responsible for providing a wide range of administrative and executive support tasks that contribute to the efficiency and performance of Built. Key relationships in this position: CEO, Construction – Providing assistance and support to the Director to enable him to meet his objectives Executive Assistant to Executive Chairman – Providing assistance to the EA to Executive Chairman to cover periods of their absence. Directors and General Managers – Working alongside and supporting the Executives in maximising the company’s performance. Key Stakeholders – Liaising with Board members, clients and consultants as required by the CEO, CFO and GMs. Key Accountabilities include: Executive Assistance Manage Outlook including screening of inbox for CEO Ensure contacts and calendars are current with up to date information for CEO Ensure all travel and accommodation is handled for all staff in an efficient and timely manner by admin staff, ensuring full compliance with the company Travel Policy Prepare and collate professionally presented documentation required for all internal/external management and client meetings on behalf of CEO Screen and manage incoming mail, telephone calls and be the point of contact for CEO when unavailable Coordinate personal arrangements as and when required for CEO Ensure discreet handling of confidential information on behalf of CEO Handle the reconciliation of personal and company expenses and reimbursements in a timely and efficient manner for CEO Provide assistance to the EA to Executive Chairman when required Ensuring high quality assistance is provided to other Senior Management as required e.g. National Directors and Department Heads Diary Management Diary management including the coordination of client/consultant meetings and networking lunches for CEO Forward planning, recurring appointments and other meetings as required or requested for CEO Ensure agenda, minutes and materials have been circulated accordingly if required for meetings relating to CEO Administration Provide general administrative support including but not limited to arranging meetings, preparing minutes, agendas, drafting letters and general correspondence, filing, scanning, binding, photocopying, etc. Compliance Establish and maintain appropriate policies and procedures where required e.g. Travel Policy Ensure all direct reports adhere to the company policies and procedures Projects Implement and direct projects on an ad hoc basis on behalf of the CEO Travel Management Maintain relationships with key travel providers Annually put together an analysis of the travel undertaken by Built Staff and work with TMC to get the most out of our travel Manage travel costs and Travel Policy compliance Manage Travel Coordinator with regard to all facets of travel and travel reconciliation Business Development Assist the CEO with functions of all sizes that include the CEO to ensure that the needs of the Executive and their clients/consultants are being met. Your skills and experience: Professional Demonstrated ability to provide a high standard of administrative services with an emphasis on accuracy and attention to detail Demonstrated reliability in meeting deadlines and commitments, with an ability to set realistic goals, problem-solve and establish work priorities Experience with scheduling complex travel arrangements for Management Ability to liaise with senior company executives and key business partners Advanced Outlook, PowerPoint and Word experience and Intermediate Excel Excellent calendar management skills, including the coordination of complex executive meetings Distinguishes between confidential and non-confidential matters and treats all with the appropriate level of sensitivity Personal Maintain a continual professional and diligent presence Ability to multi-task and act on own initiative and discretion Excellent interpersonal, oral and written communication skills, strong time management, organisational and planning skills Ambitious, hardworking, flexible approach which adapts well to a dynamic working environment Qualifications/Experience Related work experience in a similar role (i.e. supporting a Director or Senior Manager) Experience in construction or property preferred Completion of a diploma or higher qualification in Business Administration desirable