Executive Assistant & Team Administrator

Our client, a high-technology defence start-up, is seeking a proactive and highly organised professional to serve in a dual-capacity role as Executive Assistant to the Chief Engineer and Administrator for the Engineering Team. This is a pivotal position requiring discretion, initiative, and a strong sense of ownership. You will be instrumental in ensuring the smooth operation of both executive-level coordination and team-wide administrative processes.

This is a permanent position to start as soon as possible (those on notice will be considered). The site is located within close proximity to Central Cambridge, and you will initially be 100% office based, with the possibility of one day working from home in the future.

PRINCIPLE RESPONSIBILITIES:

Executive Support

• Manage complex calendars, including scheduling and rescheduling across time zones
• Coordinate internal and external meetings, including candidate interviews and stakeholder briefings
• Protect and optimise the Chief Engineer’s time through strategic prioritisation
• Take accurate minutes and track follow-up actions from leadership and technical meetings
• Organise domestic and international travel, including itineraries and logistics
• Plan and execute offsite events, team all-hands, and space planning initiatives
• Handle confidential information with discretion and professionalism
• Provide general executive support and act as a liaison between the Chief Engineer and internal/external stakeholders

CRM Coordination

• Oversee onboarding logistics: ensure completion of HR, security, and IT setup for new starters
• Coordinate offboarding: manage return of equipment and access deactivation
• Arrange travel and accommodation for engineering teams attending tests, supplier visits, or field deployments
• Maintain accurate records of team leave, training, and compliance documentation
• Identify and implement process improvements to streamline administrative workflows
• Support team communications and documentation, including templates, trackers, and shared resources

PERSON SPECIFICATION:

Essential

• 4+ years of experience in administrative support roles, including 1+ year supporting senior leadership
• Proven ability to manage multiple priorities in a dynamic environment
• Proficiency in Microsoft Office
• Strong written and verbal communication skills

Desirable

• Experience in a technical, engineering, or high-growth environment
• Familiarity with onboarding/offboarding processes and cross-functional coordination
• Demonstrated ability to work independently and anticipate needs
• Experience collaborating with other administrative professionals across departments

To apply for the role of Executive Assistant and Engineering Team Administrator, please send a covering letter together with a copy of your CV.

Ann Pettengell Ltd is acting as an Employment Agency for this vacancy.