Site Administrative Assistant - Engineering Solutions

We are seeking a highly organised, proactive, and forward-thinking Site Administrative Assistant to join our Bathgate Design Centre.

In this role, you will provide critical operational support to our leadership teams, drive site engagement initiatives, and champion process efficiency. The successful candidate will manage day-to-day administrative coordination, foster a positive site culture, and leverage digital tools and AI to optimise workflows within a fast-paced environment.

### Key Responsibilities

• Site Coordination & Logistics: Act as the primary point of contact for the facility. Manage comprehensive UK and international travel arrangements (flights, hotels, vehicles, and visas) for the leadership team and senior staff. Coordinate logistics for external visitors and liaise with cleaning and office supply partners.

• Reports, Communication & Meetings: Prepare professional management reports and presentations using Google Workspace, ensuring the timely collection of data from global colleagues. Attend key meetings to accurately record minutes and track follow-up actions.

• Culture & Engagement: Coordinate site-wide events and activities—including team gatherings, recognition awards, volunteering initiatives, and charity drives—to support a positive workplace culture.

• AI Adoption & Process Improvement: Identify opportunities to integrate AI tools and modern software into daily workflows, automating routine tasks and driving continuous process improvement.

• Team Collaboration & Support: Work closely with the wider administrative team, providing cross-functional backfill support for the Customer Experience Assistant (such as meeting space coordination and visitor hosting.

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### What We Are Looking For

As administrative functions evolve, this role requires an individual who can leverage modern technology to streamline routine tasks, allowing a stronger focus on high-impact coordination and site support.

The ideal candidate will demonstrate:

• Independent Decision-Making: A proven ability to work autonomously and advance key site initiatives independently, whilst maintaining the professional judgment to seek stakeholder buy-in when required.

• Stakeholder & Scope Management: Competence in managing competing priorities across multiple stakeholders, with a proactive approach to adopting new systems and seeking guidance during complex projects.

• Tech-Forward Skills: Advanced proficiency in standard office software (specifically Google Workspace tools), alongside a strong interest or practical experience in utilising AI applications to enhance efficiency.

• Event & Operations Management: Strong capability in planning and executing structured corporate events, travel schedules, and community initiatives.

• Professional Attributes: A methodical problem-solver with exceptional attention to detail, strong organisational savvy, flexibility, and the absolute discretion required to handle confidential information.

• Experience: A minimum of 4 years of related administrative experience is preferred. An equivalent combination of education and hands-on, high-level corporate support will be fully considered.

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### Why Join Us?

You will join a collaborative and professional engineering environment where continuous improvement is highly valued. This position offers an excellent opportunity to influence site culture, pioneer modern administrative processes, and deliver vital support to a dynamic design team.