innDex is an award winning, innovative construction technology company dedicated to revolutionising the industry through digital solutions that enhance efficiency, collaboration, and project management. It is our mission to make the industry more efficient, productive, safe and sustainable. Our platform empowers construction professionals by offering smart tools for managing projects, teams, and data in real-time. We are in the start-up phase and growing rapidly, with ambitions to position ourselves as a leader in the construction technology space globally.
innDex currently operates our core business in the United Kingdom, however, in 2025 we will have circa 50 employees and will service thousands of concurrent projects for our customers all over the globe. As Executive Assistant, you will play a central role in supporting the executives and wider team during this period of rapid growth.
Role Summary
- The Executive Assistant will provide essential support to the executive team in a fast-paced software business.
- This role combines traditional executive assistant responsibilities with financial management and wider team support as required. The position also involves representing the organisation in a professional and proactive manner as a key point of internal and external contact. The ideal candidate will excel in organisation, multitasking, and communication, ensuring seamless operations across administrative and team support functions.
Key Responsibilities
Executive Support
- Provide comprehensive diary and calendar management for executives, ensuring schedules are optimised and conflicts are resolved.
- Monitor, review, and respond to emails and enquiries from internal and external stakeholders with professionalism and discretion.
- Arrange travel, accommodation, and events for the executive team, ensuring cost-effectiveness and schedule alignment while supporting efforts to minimise operating costs.
- Organise and prepare meetings, including booking venues, creating agendas, and recording and distributing minutes.
- Coordinate and track task deadlines and milestones, including preparing reports, documents, and presentations as required.
- Act as the primary point of contact for the executive team, fostering effective communication between executives, employees, and clients.
Accounting and Bookkeeping
- Manage the day-to-day accounts of the company, including data entry, generating quotes, invoice processing, and account reconciliation.
- Track and manage accounts payable and receivable, ensuring timely invoicing and payments.
- Collaborate with external accountants to prepare financial statements and ensure compliance with relevant regulations.
- Process payroll and employee expense and mileage claims, ensuring accuracy and timeliness.
- Assist with the close-out of monthly expenses to ensure timely reporting and reconciliation.
- Assisting with the collation of financial statements and supporting information for EOFY submission.
- Prepare financial reports and assist with budgeting and forecasting.
Administrative and Team Support
- Maintain organised records of transactions, contracts, and other key documents and provide regular status reporting to the executives.
- Support the effective onboarding of new staff members, ensuring a smooth and welcoming process.
- Support the broader team to ensure adequate attention is given to strategic partnership engagements and that sponsorships and associated benefits are fully capitalised upon.
- Assist in the preparation of presentations and documentation for internal and client-facing purposes.
- Support the coordination of internally hosted events as required, ensuring all logistics are well-managed.
- Provide support to ensure operational costs, such as travel, are optimised and minimised where possible.
- Represent the organisation as one of its key faces, maintaining a professional, polished, and proactive approach at all times.
Project Coordination
- Support the wider team in tracking key project deadlines, milestones, and deliverables, ensuring progress updates are communicated to relevant stakeholders.
- Create and maintain reports to support the executive team.
Behaviours
- The Executive Assistant must act in accordance with innDex’s expected behaviours at all times and set an example of these behaviours for the wider team.
Working Arrangements
- Ultimately the role will largely be remote and flexible but with the need for some occasional face-to-face time in our office in London, to be discussed with the ideal candidate.
- At innDex we empower our teams through trust, respect, clear communication and organisational effectiveness to be able to work in a manner that best suits them to perform
- “We care less about when and where you work, as long as you get the job done”
- As such, we are after professionals who are productive and know the importance of being part of a team, but we really want to accommodate talented and passionate people to work in a way that suits them best.
Ideal Candidate Attributes
- Proven experience as an Executive Assistant or in a similar senior administrative role.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant tools.
- Basic accountancy knowledge, with experience using financial software (e.g., Xero).
- Basic legal knowledge, particularly relating to contracts and compliance would be an advantage but not critical.
- Strong organisational and multitasking skills with exceptional attention to detail.
- Proactive, self-driven, well-organised, detail-oriented, and capable of managing multiple priorities simultaneously.
- Excellent written and verbal communication skills.
- Experience in administrative coordination and logistics, with the ability to anticipate needs and provide proactive solutions.
- Ability to present a professional and approachable image, both internally and externally.
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