Executive Assistant and Business Development Officer

Your tasks

Diary management and PA support

• Manage multiple directors’ diaries, prioritise commitments and resolve scheduling clashes.
• Arrange internal and external meetings, including rooms, video calls and hospitality.
• Coordinate domestic and international travel, including flights, hotels, transfers, visas and itineraries.
• Send timely reminders and confirmations so directors are prepared for each day.

Business development coordination

• Arrange meetings with prospective clients and existing clients from initial outreach through to confirmation.
• Coordinate directors’ attendance at networking events, conferences and industry functions.
• Complete client prequalification documents, gathering information from the relevant teams and ensuring submissions are accurate and on time.
• Prepare concise meeting briefings covering company background, attendees and previous contact.
• Keep the CRM and BD meeting tracker up to date with contacts, meetings and follow-up dates.
• Prompt directors on agreed next steps and provide a weekly overview of upcoming and completed meetings.
• Arrange client entertainment and hospitality.

Office and administrative support

• Welcome clients and visitors as a professional first point of contact.
• Take a hands-on approach to keeping the office organised and running efficiently.
• Check that office IT systems and equipment are working properly, and coordinate with IT support to resolve issues.
• Maintain accurate filing systems and records.
• Support colleagues across departments with administrative and finance tasks when needed.

Requirements

We’re looking for a highly organised, proactive coordinator to manage our directors’ diaries, arrange client meetings and help keep the business running smoothly. You’ll be a welcoming first point of contact for visitors, take a hands-on approach to keeping the office running efficiently and support different departments when needed. The role would suit someone who enjoys a fast-paced environment, thinks ahead and takes pride in making things happen.

Essential

• At least two years’ experience as a PA, executive assistant or administrator in a coordination role.
• Experience managing diaries for senior executives, ideally several at once.
• Excellent written and verbal communication skills.
• Strong organisational skills and the ability to manage changing priorities.
• Confidence using Outlook, Calendars and Microsoft Office.
• A professional, discreet approach and close attention to detail.

Desirable

• Experience supporting business development or office operations.
• Familiarity with a CRM system such as HubSpot, Salesforce or Zoho.
• Experience in project management, construction or consultancy.

Personal attributes

• Proactive and able to anticipate what needs doing.
• Calm under pressure and adaptable when plans change at short notice.
• Confident communicating with directors, clients and senior contacts.
• Reliable, trustworthy and willing to help wherever needed.