Personal Assistant / Executive Assistant Role

RCS is a fast growing specialist contractor & consultancy. Our vision is to be the team the UK trusts with the problems others avoid — solving complex infrastructure challenges at pace, challenging the industry's default answers, and keeping the country working.​This year we have already been shortlisted for four awards which recognise the unique approach we have developed and the values of our organisation. RCS has built a significant pipeline of exciting projects across several high-profile client organisations.

As the business develops, we are seeking a highly organised and proactive Personal Assistant / Executive Assistant to support the three partners and help ensure the office, operations and marketing activity run smoothly. 

This is a central coordination role for someone who can create structure, manage priorities, support senior leaders, follow up actions and represent RCS professionally. The role will provide high-quality administrative, executive, operational and marketing support, helping the partners and wider team remain focused, responsive and commercially effective. 

Role Overview 

The PA / EA will provide proactive day-to-day support to the three founding partners, including diary management, inbox and correspondence support, meeting coordination, action tracking, office administration, operational follow-up and marketing support. The role requires discretion, initiative, strong organisation and the ability to work confidently across a busy, growing business. 

The successful candidate will be trusted to keep information moving, ensure commitments are followed through, support internal coordination and maintain a professional office rhythm. This role is suited to someone who enjoys being at the centre of a business, understands the importance of detail, and takes pride in creating order, clarity and momentum. 

Key Responsibilities 

• Provide PA / EA support to the three partners, including diary management, meeting coordination and day-to-day administrative support 
• Manage inboxes, correspondence and follow-ups where required, ensuring important matters are prioritised and actioned 
• Coordinate meetings, prepare agendas, record minutes and track actions through to completion 
• Support the running of the office, including supplies, visitors, facilities coordination, filing and general administration 
• Assist with internal coordination across projects, operations, finance, compliance, commercial activity and business administration 
• Maintain accurate records, trackers, contact lists, document registers and business information 
• Support preparation of client-facing documents, letters, proposals, presentations and internal reports 
• Liaise professionally with clients, suppliers, consultants and subcontractors on behalf of the partners and wider team 
• Support operational planning by helping chase actions, organise information and keep priorities visible 
• Assist with marketing activity, including LinkedIn coordination, website updates, case study preparation, events, newsletters and basic campaign support 
• Help gather project information, photographs, testimonials and updates for marketing, business development and internal communications 
• Provide administrative support for recruitment, onboarding, training records and company processes where required 
• Maintain confidentiality and discretion when handling sensitive commercial, personnel and client information 

Key Activities 

• Managing and coordinating diaries for the three partners, including meetings, calls, travel, reminders and preparation requirements 
• Preparing concise agendas, capturing actions and following up with internal and external stakeholders 
• Monitoring priorities and helping the partners stay on top of commitments, deadlines and outstanding actions 
• Organising office administration, filing, supplies, visitors and general workplace coordination 
• Maintaining trackers for actions, contacts, opportunities, documents, marketing content, training records and operational tasks 
• Supporting the preparation and formatting of RCS documents, letters, proposals, reports and presentations 
• Coordinating internal updates across the team to ensure information is current, accurate and visible 
• Assisting with marketing content planning, including LinkedIn posts, project updates, website content, newsletters and case studies. Procurement of collaterals and branded ware.  
• Collecting project photographs, site information, client feedback and internal updates that can be used for marketing and business development 
• Helping organise recruitment administration, onboarding packs, training information and company process documentation 
• Providing clear, professional communication with clients, consultants, suppliers and subcontractors 

Experience and Skills 

• Previous experience in a PA, EA, office management, operations support, marketing administration or senior administrative role 
• Highly organised, reliable and able to manage multiple priorities at pace 
• Strong written communication skills and confident telephone manner 
• Excellent attention to detail, particularly when preparing documents, minutes, action trackers and client-facing materials 
• Confident using Microsoft Office, including Outlook, Word, Excel, PowerPoint and Teams 
• Able to work independently, anticipate needs and take ownership of follow-up actions 
• Comfortable supporting senior leaders and communicating with external stakeholders 
• Experience within a growing SME, consultancy, construction, engineering, professional services or technical business would be advantageous 
• Marketing administration experience, including LinkedIn, website updates, newsletters, events or case studies, would be desirable 
• Able to handle confidential commercial, personnel and client information with professionalism and discretion 

Key Behaviours 

• Create structure, calm and control around busy partners and a fast-moving office environment 
• Anticipate what needs to happen next and follow through without constant prompting 
• Communicate clearly, professionally and confidently with stakeholders at all levels 
• Protect the partners’ time by managing diaries, actions, correspondence and priorities effectively 
• Work with discretion, sound judgement and confidentiality at all times 
• Take ownership of tasks and ensure actions are closed out properly 
• Maintain a high standard of accuracy, presentation and professionalism in all RCS documents and communications 
• Be proactive in improving office rhythm, internal coordination and operational follow-up 
• Support RCS’s brand presence by helping ensure marketing activity is consistent, timely and professional 
• Work collaboratively with the wider RCS team and recognise when technical, commercial or operational input is needed 

Key Outcomes / Measures of Success 

• The three partners are well supported, organised and able to focus on strategic, commercial and operational priorities 
• Meetings are well prepared, actions are clearly captured, and follow-ups are completed promptly 
• Office administration runs smoothly, professionally and with minimal friction 
• Internal trackers, records and business information are accurate, visible and kept up to date 
• Clients, suppliers, consultants and subcontractors receive timely, professional communication 
• Operational actions are chased, coordinated and progressed without unnecessary delay 
• Marketing activity is supported consistently, including LinkedIn, website updates, case studies and internal content gathering 
• RCS documents and communications are presented to a high professional standard 
• Confidential information is handled with discretion and sound judgement 
• The role contributes to a more organised, responsive and commercially effective RCS office environment