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
Experience in a technical, engineering, or high-growth environment
Proven ability to manage multiple priorities in a dynamic environment
Proficiency in Microsoft Office
Strong written and verbal communication skills

Desirable

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.