Senior Business Support Administrator / Executive Assistant

This is a varied and fast-paced role at the heart of the business, providing executive, operational, and finance support across the Engineered Arts Group, with international offices in Falmouth, London, San Francisco, and Montreal.

Working closely with the Senior Leadership Team, you'll coordinate complex diaries and international travel, act as a key point of contact for colleagues, customers, and external partners, and help ensure the smooth day-to-day running of our offices. You'll also play an important role in organising company events, supporting global travel arrangements, processing sales orders and customer invoices, and assisting with a range of finance activities including invoice processing, expense management, supplier accounts, insurance renewals, and timesheet administration.

This is an excellent opportunity for someone who thrives in a dynamic environment, enjoys variety, and takes pride in keeping people, projects, and processes running efficiently.

Main Responsibilities

EA to leadership team

Diary management and team admin support

Travel planning and arrangements

Meeting admin support, including some minute taking

Point of liaison between leadership and internal/external teams

Support with internal company meetings and comms

Office administration

Answering telephones and door entry system administration

Courier bookings

Ordering (Placing orders approved by team leads, checking and ordering office supplies and consumables, Purchase orders)

Utility contracts

Organising monthly “Deliveroo Thursdays”

Organising office parties and social events

Insurances - managing policy renewals and adding coverage throughout year as needed

HR administration

General office admin assistance

Sales, Events and Installations

Planning and booking travel for staff attendance at events (trade shows and customer paid engagements) and customer installations

Assisting with logistics

Coordination of press & media meetings/visits

Dealing with sales order administration, including invoicing, and order placement through to fulfilment

Finance

Preparing, distributing and following up supplier invoices for approval

Posting invoices and card expenses to accounts

Checking supplier statements

Support and administration of staff expense claims and timesheets

Qualifications, Knowledge, Key Skills and Experience

Essential

Excellent organisational skills with the ability to manage multiple priorities and meet deadlines.

Strong attention to detail, ensuring accuracy across administrative, financial, and operational tasks.

High level of discretion and professionalism when handling confidential and sensitive information.

Proactive, self-motivated approach with strong independent problem-solving skills.

Excellent computer literacy, with proficiency in Google Workspace (Docs, Sheets, Slides, Gmail, Calendar, and Drive).

Strong written and verbal communication skills, with the ability to build effective relationships across all levels of the business.

Useful

Experience using Pleo or similar expense management and finance systems (ERP experience desirable).

Willingness to travel occasionally, including international travel, as required.