Executive Assistant

About the Company

Coton Design & Build is a private boutique firm specialising in delivering exceptional residential, commercial, and hospitality projects both across London and internationally. The company is recognised for superior craftsmanship, meticulous attention to detail, and creating bespoke spaces tailored to discerning private and commercial clients.

Role Overview

We are seeking a highly capable Executive Assistant to support the Managing Director in a critical, high-trust position. This full-time role based in London places the right candidate at the center of a dynamic and fast-paced environment where exceptional organisational and problem-solving skills are essential.

Responsibilities

• Oversee a complex and constantly evolving diary and executive schedule.
• Arrange UK and international travel, including accommodation and detailed itineraries.
• Plan meetings, prepare agendas, and ensure all follow-up actions are completed efficiently.
• Create presentations, reports, correspondence, and executive-level documents.
• Serve as the primary contact for clients, consultants, suppliers, and other key stakeholders.
• Handle confidential information with the utmost discretion and professionalism.
• Coordinate client events, business functions, and engagements for executives.
• Provide support for project administration and broader business operations.
• Assist with personal appointments and lifestyle management when applicable.
• Manage incoming emails to ensure key priorities are addressed promptly.
• Communicate with architects, designers, contractors, and high-profile clients regularly.
• Manage financial tasks such as purchase invoices, expense reconciliation, payment monitoring, and maintaining financial records.
• Collaborate with external accountants and bookkeepers to ensure timely submission of financial data and support month-end/year-end processes.
• Assist in bookkeeping activities and maintain organised financial documentation.
• Identify ways to enhance administrative processes and improve executive efficiency.
• Provide flexible support across the business as priorities change.

Candidate Profile

The ideal candidate is organized, composed under pressure, proactive, and takes ownership of their responsibilities. Strong interpersonal skills and the ability to work with senior leadership and high-profile clients are essential.

Preferred qualifications include:

• Proven experience as an Executive Assistant supporting senior leaders such as a Managing Director, CEO, or Founder.
• Experience with bookkeeping, financial administration, and collaboration with external accountants.
• Sound knowledge of invoices, expenses, reconciliations, and financial record maintenance.
• Excellent organisational and time management skills.
• Outstanding written and verbal communication abilities.
• Exceptional attention to detail.
• Advanced skills with Microsoft 365 applications like Outlook, Word, Excel, PowerPoint, and Teams.
• Proficiency in managing complex international travel and executive calendars.
• High levels of professionalism, confidentiality, and discretion.
• Ability to work independently while anticipating leadership needs.
• A positive and adaptable mindset focused on finding solutions.

Experience in design, architecture, construction, luxury properties, or professional services is an advantage but not required.

What We Offer

• Close working relationship with the Managing Director of an ambitious and growing boutique design and build company.
• Exposure to distinguished projects in London and internationally.
• A collaborative and entrepreneurial work environment that supports growth.
• Genuine opportunities for career development and professional advancement.
• Competitive salary and benefits package commensurate with experience.
• A dynamic, varied role with different challenges and tasks daily.

Application Process

Experienced Executive Assistants eager to make a significant impact in a thriving international business are encouraged to apply by submitting a CV along with a brief cover letter outlining their suitability for the role.