Executive Assistant

SFG20 is the industry standard for building maintenance. Providing services and pioneering technologies that empower people to create and sustain safer buildings.

Our mission is to make buildings better using our standard, software and expertise. Our vision is to become the leading authority for built environment maintenance that protects and enhances quality of life.

The Executive Assistant plays a key role in keeping the business running smoothly and effectively, working closely with the Managing Director and Senior Leadership Team to create the space and structure needed for leaders to focus on strategic priorities.

By bringing clarity, organisation, and consistency to day-to-day operations, the role helps ensure the business operates efficiently and professionally in support of our mission to make buildings better.

Key Responsibilities:

Executive Support

• Provide day-to-day administrative support to the Managing Director, while also supporting the Senior Leadership Team (SLT) as required

• Communicate professionally with senior internal and external stakeholders, acting as a point of contact for scheduling, coordination, and information sharing as required

• Manage diaries and meeting schedules end-to-end, coordinating availability, booking meeting rooms, preparing agendas, and ensuring meetings are well organised

• Organise catering and reservations to support meetings and wider business activities

• Arrange travel and accommodation for the Managing Director, while supporting travel arrangements for the SLT as required, making effective use of Virtual Assistant services

• Act as the main point of contact for Virtual Assistant services used for wider business travel bookings, providing clear instructions and oversight

• Ensure travel and accommodation bookings are planned cost-effectively and in line with company guidelines

• As required, take accurate minutes for SLT meetings, circulate actions, and follow up to ensure timely updates

• Handle confidential information with discretion and professionalism

Office and Facilities Coordination

• Act as the main point of contact for our Cubo office location, liaising with on-site teams on day-to-day operational matters (e.g. health and safety queries and maintenance requests)

• Own and manage the visitor booking process for all Cubo locations, ensuring visitors are registered, welcomed, and supported as required

• Coordinate office supplies, access passes, and general office administration to maintain a professional, well-run office environment

Administrative Coordination

• Manage and coordinate expense claims for the Managing Director and SLT, ensuring accuracy, timely submission, and compliance with policy

• Support finance administration on behalf of the Managing Director, including setting up supplier forms and coordinating the submission of invoices to the finance team

• Prepare documents, presentations, and reports as required

• Maintain accurate records, files, and internal documentation

• Support ad-hoc administrative tasks and projects as requested

Events Coordination

• Support the planning and coordination of company events, team days, offsites, and occasional events involving senior leaders

• Assist with event logistics, including venues, travel, accommodation, agendas, and related communications

Essential experience

• Demonstrable experience as an Executive Assistant or Personal Assistant, supporting a CEO, Managing Director, or Senior Leadership Team

• Strong experience in diary management, meeting coordination, and travel arrangements

• Skilled in communicating with senior internal and external stakeholders

• Proven ability to handle confidential and sensitive information with discretion and professionalism

• Strong organisational and time-management skills, with the ability to prioritise effectively

• Excellent attention to detail and accuracy

• Clear and confident written and verbal communication skills

• Ability to manage multiple tasks and deadlines in a fast-paced environment

• Advanced user of Microsoft Office applications (Word, Excel, Outlook, PowerPoint)

Desirable

• Relevant administrative, business support, or secretarial qualification

• Familiarity with flexible workspace or serviced office environments (e.g. Cubo, WeWork)

• Experience coordinating work through Virtual Assistant services or other outsourced support provider.

All candidates must be able to demonstrate a pre-existing right to work and travel within the UK. We are unfortunately not able to offer sponsorship. Documentary evidence will be required.

All offers are subject to satisfactory vetting and reference checks.

Our Benefits:

• 🏖 26 days holiday + Bank holidays + buy up to 5 days

• 🏥 Private Medical insurance with BUPA

• 🏡 Remote/Hybrid first policy

• 💙 Employee Assistance programme with WeCare

• 👨‍👩‍👧 Enhanced Family Friendly Benefits

• 🏋️‍♂️ Gym Discounts

• 🚀and more!

Equal opportunities for everyone

Diversity and inclusion are our priorities, and we’re ensuring we have lots of support so our people can grow at SFG20 and do their best work!

We embrace diversity by fostering an inclusive environment where everyone feels welcome, safe and able to bring their whole self to work.

We’re an equal opportunity employer. Applicants will be considered for employment without attention to age, ethnicity, religion, sex, sexual orientation, gender identity, family or parental status, national origin, veteran, neurodiversity or disability status.

If there’s anything we can do to accommodate your specific situation, please let us know.