Executive Assistant to the Partners - maternity cover 12-month contract

Gillespies is a leading landscape design and masterplanning practice with an outstanding reputation for delivering responsibly designed, transformative and award-winning spaces that add real value to people's lives. We work with forward-thinking clients on pioneering projects that push the boundaries in creativity, innovation and sustainability. We have offices throughout the UK and an exciting national and international portfolio of projects. The pandemic has strengthened the importance of delivering well-designed healthy spaces that are inclusive for all. Gillespies is leading a new nature led urbanism, and we are looking for a passionate and highly talented designer to help us redefine the landscapes of our time.

Gillespies has an exciting opportunity for an Executive Assistant to join the London Studio for a period of maternity cover.

Purpose of the role

To provide dedicated assistance to the Partners and Management Teams (South); to support effective project resourcing and submission; to ensure timely processing of financial information and to oversee office facilities including management responsibility for Receptionist & Studio Assistant.

Main responsibilities

Executive Assistant to the Partners:

  • Managing diaries & arranging meetings;
  • Contract management for signature
  • Arranging all travel arrangements (local and overseas) – booking flights, accommodation, airport transfers, car hire & currency;
  • Producing travel itineraries;
  • Arranging visas for overseas travel;
  • Completing Monthly Credit Card Statements & Personal Expenses;
  • Agenda and minutes for Executive Management Meetings
  • Provide strategic resources and annual leave advice to the Partners

Assistance to South Management Teams & Travel Arrangements

  • All travel arrangements (local and overseas) – Booking flights, accommodation, airport transfers, car hire & currency;
  • Arranging visas for overseas travel;
  • General administration assistance/support including contracts, researching trip costs for bids;
  • Agenda & Minutes for Local Management Meetings


  • Organising weekly resourcing plan; with weekly meetings with Senior Management Team
  • Oversee resource allocation against Senior Management Team request and income generated
  • Work closely with the Finance Controller.
  • Coordinating annual leave requests; including overall annual leave tracker


  • Monthly financial analysis from Fee Forecast for Partners
  • Monthly Senior Management Team income analysis
  • Monthly Fee Forecast review meetings with Management Team ahead of Management Meetings & monthly billing – Summary reported to Partners following each review meeting
  • Collating project costs/travel expenses for invoicing
  • Attending VP Deltek Admin Meetings

Projects/Submission Assistance

  • Downloading documents and info from Tender Portals / Zip Files
  • Arranging notarised/certified company documents for bids and projects (arranging with Notary Public/solicitor)
  • Completing and returning NDAs for bids

Managing Front of House & Studio Facilities

  • Management responsibility for Receptionist & Studio Assistant
  • Overall management of studio facilities including office space; Front of House and general studio maintenance;
  • Managing contractor/supplier contracts, including regular contract review
  • Overseeing office budget and monitoring expenditure

Health & Safety

  • First Aider
  • Mental Health First Aid
  • Fire Warden

This job description reflects the present requirements of the post. As duties and responsibilities change and develop, the job description will be reviewed and be subject to amendment in consultation with the post holder.

We offer:

• A competitive salary with a range of benefits

• A ‘flexi-hours’ scheme to allow for a healthy work-life balance.

• 2 days a week working from home for full-time staff or 1 day a week for part-time staff.

To apply:

If you think you are a suitable match for this role, please email your CV and portfolio to south.recruitment@gillespies.co.uk (10MB maximum).

References will be required after interview.

Gillespies is an equal opportunities employer. We regret that we can only respond to successful applications. No agencies, please.