Personal Assistant to CEO

Job Specification: Executive Personal Assistant to the CEO – ConstructionPosition Title

Executive Personal Assistant (Executive PA) to the CEO

Industry

Construction / Infrastructure / Property Development

Reports To

Chief Executive Officer (CEO)

Location

Head Office (national exposure; occasional travel required)

Role Purpose

The Executive Personal Assistant to the CEO provides strategic, operational, and administrative support within a fast-paced construction environment. This role extends beyond traditional PA duties and requires a solid understanding of the construction industry, enabling the Executive PA to confidently act as a first point of contact, assist with operational matters, and resolve issues when the CEO is unavailable.

• Act as a trusted right-hand to the CEO.
• Manage the CEO’s diary, priorities, meetings, and travel arrangements.
• Prepare briefing packs, reports, and presentations for executive and board meetings.
• Anticipate CEO requirements and proactively manage deadlines.
• Track strategic actions, follow-ups, and commitments.

• Maintain a working knowledge of construction projects, site operations, and terminology.
• Act as liaison between the CEO and operational, project, and commercial teams.
• Assist in addressing operational queries when the CEO is unavailable.
• Understand key project risks and operational pressures.

• Handle day-to-day issues confidently in the CEO’s absence.
• Gather information, assess risks, and propose solutions.
• Prioritise urgent matters and escalate where required.
• Ensure continuity of leadership communication.

• Serve as a professional first point of contact for stakeholders.
• Communicate on behalf of the CEO with authority and discretion.
• Manage sensitive and confidential information.
• Coordinate communication across departments and projects.

• Manage confidential correspondence and executive documentation.
• Maintain structured filing systems.
• Support governance processes and executive reporting.
• Assist with board packs, minutes, and communications.

• Track executive actions and project updates.
• Ensure follow-through on decisions.
• Coordinate cross-functional inputs.
• Flag risks or delays proactively.

• Qualification in Business Administration, Office Management, or Project Management.
• Construction-related exposure or qualification advantageous.

• 5–8 years’ experience as an Executive or Senior PA supporting a CEO or executive.
• Experience in construction, engineering, infrastructure, or similar environment.
• Proven ability to operate independently.
• Experience supporting senior leadership or boards.

• Understanding of project-based construction operations.
• Familiarity with site and head office dynamics.
• Ability to grasp contractual and financial concepts at a high level.

• Exceptional organisational and time-management skills.
• Strong written and verbal communication.
• Confident decision-making and problem-solving ability.
• High emotional intelligence.
• Advanced MS Office proficiency.

• Highly professional and discreet.
• Calm, confident, and solutions-oriented.
• Proactive and detail-driven.
• Strong sense of accountability.

• Effectiveness of CEO support.
• Quality of executive communications.
• Responsiveness in CEO’s absence.
• Stakeholder satisfaction.
• Follow-through on actions.

Remuneration

Competitive, market-related package aligned to senior executive support level.