Job Title - Executive Assistant
Report To - CEO
Direct Reports - None
Salary Band - Up to £48,000 DOE
Place of Work - Leeds
Hours of Work - Monday to Friday work schedule: 8:00am–5:00pm
Some Remote Working Options Available
Leave - 21 days annual leave plus Bank Holidays
Benefits
- Pension Contribution above of the minimum
- Discretionary Annual Bonus Scheme
Position Purpose
To serve as the CEO’s strategic partner and right hand, providing exceptional executive support that enables him to focus on high-value strategic activities, business development, and long-term growth. You will act as a trusted confidant, gatekeeper, and operational facilitator—managing complex priorities, anticipating needs, and ensuring seamless execution of the CEO’s agenda across multiple projects and stakeholders.
This is not a traditional administrative role. You will be a proactive problem-solver, a confident communicator with senior stakeholders, and someone who thrives in ambiguity whilst bringing order to complexity.
Top Goals for Year One:
1. Free up the CEO’s time for strategic work by handling most low-value and urgent tasks, cutting interruptions and operational distractions by at least 50%
2. Ensure CEO meetings are well-prepared, clearly documented, and followed up so 90%+ of actions are completed on time with clear outcomes.
Key Responsibilities
Strategic Support & Business Partnership
- Act as the CEO’s strategic partner, understanding business priorities and proactively managing competing demands
- Prepare the CEO for meetings with comprehensive briefing packs, background research, and action summaries
- Attend key meetings (internal and external), capture accurate minutes, identify action points, and drive follow-through
- Manage sensitive and confidential information with absolute discretion and integrity
- Represent the CEO professionally in communications with clients, partners, investors, and senior stakeholders
Diary & Time Management
- Own the CEO’s calendar with strategic foresight—prioritising commitments, managing conflicts, and protecting time for strategic thinking
- Coordinate complex scheduling across multiple projects, sites, and stakeholders, factoring in travel time and preparation needs
- Proactively decline, defer, or delegate requests that don’t align with strategic priorities
- Help the CEO to arrive on time at all meetings, fully prepared and resourced
Communication & Stakeholder Management
- Serve as the primary point of contact for the CEO, triaging emails, calls, and requests with sound judgement
- Draft, proofread, and finalise correspondence, reports, and presentations for the CEO
- Manage relationships with key clients, contractors, investors, and board members with professionalism and warmth
- Coordinate communication across the teams, ensuring alignment and information flow
Project & Pipeline Coordination
- Maintain and update the project pipeline system ensuring accuracy and currency of all development opportunities
- Track key project milestones, deadlines, and deliverables across multiple projects
- Chase internal and external stakeholders for critical information required for the CEO
- Maintain organised filing systems for all projects, contracts, and strategic documents
Travel & Logistics
- Arrange complex domestic and occasional international travel, including flights, trains, accommodation, and ground transport
- Prepare detailed itineraries with maps, contact details, meeting objectives, and contingency plans
- Handle online check-ins, visa applications, and travel documentation
- Manage expense reconciliation and reporting
Office & Operational Support
- Maintain an organised, professional executive office environment
- Coordinate board meetings, leadership offsites, and company events
- Manage ad hoc personal tasks for the CEO to free up strategic capacity
- Support special projects and strategic initiatives as required
- Liaise with finance, HR, and operations teams to facilitate CEO priorities
Key Performance Indicators
- Zero diary conflicts or double bookings
- Stakeholder satisfaction with responsiveness and professionalism
- Critical information is always prepared and filed on time and accurately
What we are looking for:
Qualifications
- Preferred GCSE/O Level (or equivalent) in Maths and English (Grade C/4 or above)
- Touch-typing proficiency (minimum 60 wpm)
- Full UK driving licence (required for occasional site visits and errands)
Experience
- Minimum 3 years’ experience as an Executive Assistant, Personal Assistant, or Chief of Staff supporting C-suite executives
- Proven track record in a fast-paced, entrepreneurial, or high-growth environment
Essential Technical Skills
- Advanced proficiency in Microsoft Office Suite
- Comfortable adopting new technologies and AI tools to enhance productivity
Core Competencies
- Strategic thinking and business acumen
- Outstanding written and verbal communication skills
- Confident representing the CEO in high-stakes situations
- Proactive Problem-Solving. Comfortable making decisions within scope of authority
- Impeccable integrity and confidentiality with sensitive business and personal information
Desirable Attributes
- Experience in construction, property development, or professional services
- Familiarity with permitted development and planning processes
- Project management certification or training
- Experience managing multiple executives or complex stakeholder matrices
- Background in operations, consulting, or business management
- Passion for property, design, and urban regeneration
Personality Description
You are highly practical and get things done quickly without fuss. You're straightforward, smart, reliable, resilient, self-directed and build trust through consistent, ethical behaviour. You maintain professionalism and stay positive even under pressure. With balanced attention to detail, you focus on quality without getting bogged down in perfectionism that causes delays. You read people and situations accurately, building genuine rapport across all levels of the organisation. You are not drawn to office politics, and you are more direct than diplomatic, while you can join in with and enjoy the office banter of a busy hard-working team. You cut through complexity with an understanding of business so you can focus on what truly matters and won't tell people what they want to hear just to keep the peace.