Executive Assistant - Bid Coordination, Barbican

About the role

1st Step Solutions is recruiting, on behalf of an M&E contractor, a permanent Executive Assistant for its Work Winning team, based in the Barbican area of London. The post provides administrative, bid coordination and executive support to the Work Winning Director and team, covering the full tender process from enquiry through to submission.

Key responsibilities

• Coordinate tender activities from initial enquiry through to submission, meeting deadlines and deliverables
• Download, review and distribute EOIs, PQQs and ITTs to stakeholders
• Set up and maintain bid folders, documentation, trackers and submission schedules
• Gather information and draft bid responses using approved company information
• Issue and chase subcontractor enquiries and maintain accurate records
• Format, quality-check and compile tender documentation, and manage uploads and submissions via client portals
• Maintain bid records, business development trackers and the new project list
• Provide diary management, coordinate meetings and appointments, and maintain the team holiday calendar
• Liaise with People & Culture for CVs and staff profiles needed for tenders, and keep bid documents and shared folders accurate and accessible
• Handle confidential information with discretion, support company certificates and compliance documentation, and provide cover for agreed duties during absence

Required profile

• Experience in bid coordination, tender administration or a similar administrative support role
• Experience in executive diary management and document control
• Experience working to deadlines and coordinating information from multiple stakeholders

What we offer

• Competitive salary
• Company car or car allowance
• Career progression opportunities and further technical and personal development
• 25 days holiday (up to 30 with service) plus bank holidays, with a flexible holiday scheme
• Private healthcare scheme and life assurance
• Pension scheme with 5.5% employer contribution
• Wellbeing and employee assistance programme