Executive Assistant & Officer Coordinator

Location London
Discipline: HR, Administration
Job type: Contract
Salary: £28.81 PH UMBRELLA
Contact name: Chris Coote-Stubbins

Contact email: cstubbins@select-engineering.net
Contact phone: 01245403560
Job ref: 39138
Published: 14 days ago
Duration: 12 Months
Expiry date: 11 Oct 2023 23:59
Startdate: ASAP

​Position Description:

  • The role is critical to the smooth running of the business and requires a great level of flexibility and comes with a high level of responsibility.

  • This role is an Executive Assistant & Office Coordinator role so the successful candidate will need to multi-task and be able to balance a high workload.

  • This role will be the Executive Assistant for two directors at Inmotion Ventures, our Head of Mobility Services and Head of Finance.

  • In addition to this, they will also need to take responsibility for some office coordination tasks.

  • To be successful in this role you'll have the ability to deliver quality and consistency in a complex, highly demanding environment whilst being able to adapt style and behaviour when dealing with different people and circumstances both internally and externally

Skills Required:

  • Strong computer skills to include excel, word and PowerPoint etc.

  • Excellent communication skills - both written and spoken

  • Agile and flexible approach to change - adapting last minute business priorities

  • Strong ability to organise Director's tasks, to ensure objectives are met, making recommendations where appropriate

  • Strong project management capabilities with excellent execution skills and the ability to multitask

  • A proactive approach, always looking ahead and ability to see beyond the short-term immediate tasks, providing recommendations and suggestions, looking at the bigger picture

Executive Assistant Responsibilities

  • As the Executive Assistant you'll have sole responsibility of the Directors' time, prioritising key business activity, liaising with their first line, management of objectives, management and preparation of paperwork and follow up of actions, delivery on time and on quality of all tasks assigned to the Executive Director and their function.  

  • Diary management and administration

  • Management of Director's travel arrangements, visas, and supporting documentation

  • Creation and management of Director's expenses

  • Provide direction to Director on priorities, to include supporting paperwork, deadlines etc with recommendations

  • Manage Director's emails and tasks until complete, prioritising and delegating where necessary, flagging up immediate and urgent concerns and acting accordingly

  • Arrange team meetings/ town halls / away days as appropriate and directed to, adhering to company policy and procedures.

Office Coordinator Responsibilities

  • Office maintenance - keeping office tidy and plants watered, disposing of old items and arranging waste collections.

  • Managing apps within slack such as spill and liaising with the Spill team regularly

  • Ordering office stationery and weekly shopping.

  • Support some office inductions for new starter

  • Admin for new starters leavers (welcome emails, access passes and removal of passes, updated contact list for team including dietary requirements)

  • Meeting rooms bookings

  • Officely monitoring including guest list and sending this to reception every day for following day, if we have workshops

  • Town hall & events coordination

  • Reviewing business comms

  • Handling of mail

  • Answer general office-related queries

  • Support role on office relocation (if required)

Personal Profile


  • An individual who is results driven with the ability to deliver operational plans in a highly demanding environment

  • An individual with the ability to prioritise their work load

  • A good communicator with the ability to communicate complex ideas

  • An effective team player who supports team members

  • Resilient and enthusiastic, an individual able to deliver results under pressure

  • Able to understand the context of the business in order to support the delivery.