EA to COO

Executive Assistant to COO
Winchester | Full-time, Permanent | £40,000 per annum

Role Profile
We have a rare opening within our award-winning architecture firm for an experienced Executive Assistant to join our Winchester Studio as EA to Chief Operating Officer and wider Executive Board.

In this role, you will serve as a vital partner to the COO and their senior leadership team, providing high-level administrative support to ensure operational efficiency and success.

This role demands exceptional organisational skills, discretion, and the ability to manage a wide range of responsibilities in a fast-paced, dynamic environment.

Alongside traditional EA duties, the role will have a creative spin requiring you to support creation and preparation of presentations, graphics and diagrams.

The ideal candidate will hold a keen interest in design or have ‘creative flair' to enjoy the diversity of this EA role.

You will need to be willing to learn and develop skills within design programs and have a good eye for detail to produce highly professional materials.

Key Responsibilities & Accountabilities

Executive Support

• Serve as the first point of contact for the executive, managing communications with professionalism and discretion.


• Screen and respond to emails, calls, and correspondence on behalf of the Chief Operating Officer.


• Prepare agendas, presentations, and briefing materials for meetings.


• Take minutes during high-level meetings and ensure follow-up on action items.

Calendar and Schedule Management

• Maintain and update the Chief Operating Officer's calendar, prioritising and scheduling meetings, appointments, and engagements.


• Proactively resolve scheduling conflicts and anticipate time management needs.


• Coordinate and confirm travel itineraries, accommodations, and transportation logistics.

Document Preparation and Record Management

• Draft, proofread, and finalise reports, memos, and other corporate documents.


• Manage and organise digital and physical files, ensuring accessibility and compliance with company standards.


• Taking dictation and editing documents in a live scenario.


• Assisting with the preparation / drafting of multiple document formats, including within the Microsoft Office Suite and Adobe Creative Suite.


• The editing and creation of visual material, for example the formatting of images or creation of diagrams, flow charts etc.
  
  utilising online or other programs or apps.

Event Planning and Coordination

• Organise and execute company events, conferences, and team-building activities.


• Liaise with vendors, venues, and service providers to ensure seamless event execution.

Office Operations and Communication

• Act as a liaison between the Chief Operating Officer and staff, fostering clear communication and teamwork.


• Maintain strict confidentiality regarding sensitive information.

Project Management

• Assist in managing key projects, tracking deadlines, and ensuring deliverables are met.


• Coordinate across teams to ensure alignment on priorities and objectives.

Key Competencies, Skills & Requirements

• Demonstrable experience as EA, PA, Assistant to C-Suite, Office Manager or similar.


• Background within the creative field - Architecture, Interiors, Graphic Design, etc.


• In-depth understanding of administrative processes, project management, and office systems.


• Highly organised with ability to manage complex schedules, projects and key documentation.


• Exceptional written and verbal communication skills, able to take diction and edit documents in a live scenario.


• Proficient in Microsoft Office Suite, project management software, and communication tools.
  
  Knowledge of Adobe Creative Suite/InDesign, very beneficial.


• Ability to adapt to and learn new visualisation software, which might include the formatting of images or creation of diagrams, flow charts as an example.


• A proactive approach to problem-solving with sound decision-making abilities.

Wish to Apply?
Send your CV over to Anna Curtis at Insignis -