Executive Assistant & Office Support

Company Description

Egis is a leading global architectural, consulting, construction engineering, operations and mobility services firm. We create and operate intelligent infrastructure and buildings that both respond to the climate emergency and contribute to balanced, sustainable and resilient development. Our 22,000 employees operate across over 100 countries, deploying their expertise to develop and deliver cutting-edge innovations and solutions for clients. Through the wide range of our activities, we are central to the collective organisation of society and the living environment of citizens all over the world.

In the UK, we're proud to be delivering some of the most iconic projects which help connect people, protect our environment and meet emission reduction targets. From motorways to tramways, nuclear power plants to smart cities, clients choose us to help them solve their most complex challenges - delivering climate-responsible growth that meets the needs of communities, industry and the planet.

Due to our ongoing success and rapid growth in the UK, Egis is excited to invite applications for a full-time Executive Assistant & Office Support to join our team.

Our London headquarters serves as the strategic hub for Egis’ operations across Europe and Africa. 

If you’re looking to make a real impact in a fast-paced, international environment, we’d love to hear from you.

You must have the right to work in the UK

Job Description

The Shared Executive Assistant & Office Support role provides high‑level administrative support to multiple executives of our Europe and Africa leadership team (including our Regional CEO), while supporting our London Office Coordinator to ensure smooth day‑to‑day operations across the office. This position is ideal for someone who thrives in a fast‑paced environment, enjoys balancing diverse responsibilities, and brings a proactive, solutions‑oriented mindset. The successful candidate will be a trusted partner to leadership and a central point of coordination for the wider team.

This role is based in London at our offices in Southwark and is primarily an office-based role. There is some flexibility to work at home up to 1 day/week upon agreement.

Responsibilities:

Executive Support

• Manage complex calendars for 4-5 executives, including scheduling, prioritising, and resolving conflicts. Email management as required.
• Coordinate travel arrangements, itineraries, and logistics; submit expense reports.
• Prepare meeting logistics as required, and coordinate/prepare input materials such as agendas.
• Act as a liaison between executives and internal/external stakeholders, ensuring timely communication and follow‑through.
• Maintain confidentiality and exercise sound judgment in all interactions.

Office Operations

• Serve as the first point of contact for general office enquiries and visitors when the Office Coordinator is not available.
• Provide support to our London Office Coordinator for general office coordination. This could include:
  • Support facilities coordination, including meeting room bookings, maintenance requests, and workspace organisation.
  • Oversee office supplies, equipment, and vendor relationships.
  • Assist with onboarding logistics for new employees (access, equipment, welcome materials).
  • Help coordinate company events, team meetings, and office‑wide communications.
  • Maintain shared documentation, filing systems, and administrative processes.
• Various administrative support and coordination.

Qualifications

Essential

• Experience supporting senior leaders, ideally in a shared or multi‑executive capacity.
• Strong organisational skills with the ability to manage multiple priorities simultaneously.
• Excellent written and verbal communication skills.
• High level of professionalism, discretion, and emotional intelligence.
• Proficiency with Microsoft 365 tools.
• Comfortable working independently and anticipating needs before they arise.

Personal attributes

• Calm, adaptable, and resourceful in a dynamic environment.
• Collaborative and service‑oriented, with strong relationship‑building skills.
• Detail‑focused with a knack for spotting gaps and improving processes.
• Positive, proactive, and solutions‑driven.