Executive Assistant
Location: Remote ( 9-5 UK hours)
Employment Type: Full-time, Permanent
Overview
We are seeking a highly organised, proactive, and commercially aware Executive Assistant to support a busy Managing Director within a dynamic, fast-paced business.
This is a broad and hands-on role, reflecting the varied responsibilities of the MD. The successful candidate will act as a central point of coordination across operations, sales, design, and administrative functions, ensuring efficiency, structure, and follow-through across the business.
Key Responsibilities
Executive & Administrative Support
Full diary management, including scheduling, prioritisation, and coordination of meetings
Email monitoring, drafting responses, and managing incoming communications
Handling general enquiries and acting as a gatekeeper for the MD
Taking messages and ensuring timely follow-ups
Sales & Client Support
Logging and tracking new enquiries from lead generation channels
Producing client proposals and supporting sales documentation
Ensuring consistent and timely follow-ups on all enquiries
Booking site visits and coordinating schedules
Sourcing pricing for non-standard enquiries (e.g. specialist equipment or bespoke requirements)
Business Development, Design & Marketing Support
Reviewing, updating, and producing sales and marketing documentation
Conducting research on new technologies, products, and industry trends
Supporting the creation and publication of technical explainers and content
Assisting with ongoing improvement of client-facing materials
Project & Operational Support
Supporting non-standard and pre-project activities, including:
Managing design drawing portals
Assisting with technical submissions
Helping develop project programmes and timelines
Coordinating with project managers to ensure key processes are followed
Assisting with project analysis and reporting
Design Coordination
Organising and managing design progress meetings
Maintaining document version control and ensuring accuracy
Acting as a communication link between in-house designers and client stakeholders
Task & Workflow Management
Managing meeting recordings and uploading notes to the CRM system
Maintaining clear and structured task lists using internal tools (e.g. Motion)
Tracking deliverables and ensuring accountability across teams
Strategic & Business Support
Acting as a key communication channel to streamline requests to the MD
Supporting wider business needs such as:
Reviewing supplier and labour invoices
Assisting with light bookkeeping/data entry
Conducting market research and competitor analysis
Providing ad hoc support on strategic and operational initiatives
Personal Assistant Responsibilities
Managing personal diary commitments alongside business priorities
Organising travel and holiday bookings
Coordinating school appointments and personal scheduling
Handling household administration, including bills and routine tasks
Identifying and securing time slots for non-work commitments
Key Requirements
Proven experience as an Executive Assistant, Personal Assistant, or similar role
Exceptional organisational and time management skills
Strong written and verbal communication skills
High attention to detail and ability to manage multiple priorities
Proactive, solutions-driven mindset with strong initiative
Comfortable working across a wide variety of tasks and responsibilities
Strong administrative and coordination skills
Experience using CRM systems and task management tools (e.g. Motion or similar) is advantageous
Commercial awareness and ability to support sales and operational functions
Desirable
Experience supporting a Managing Director or senior executive
Exposure to project coordination, design, or technical environments
Basic bookkeeping or financial administration experience
Working Style
Highly responsive and adaptable
Comfortable working in a fast-paced, evolving environment
Able to operate with discretion and professionalism
A strong team player who can also work independently
