Executive Assistant to Director

Job Title: Executive Assistant

Reporting to: Company Director

Location: Palais London, 8-10 Rhoda Street, London, E2 7EF, with occasional travel throughout the UK

Job Type: Part-time, fixed term (9-month contract with the possibility of permanent contract)

Hours: 20 hours per week to be worked over 4 days or 5 days (Monday to Friday)

(flexibility required according to project requirements)

Salary: £37,000 to £42,000 FTE

About Us

Palais is a landscape and horticultural practice working across London and the UK. We design, install and care for distinctive gardens and planting in private residences, hospitality settings, commercial spaces, private residential estates and the public realm.

Our work is bold, site specific and rooted in a deep understanding of plants. We create landscapes that are visually striking but also healthy, resilient and responsive to the seasons. Many of the spaces we design remain under our long term care, allowing us to develop and improve them over time.

Palais is not a conventional gardening company. We combine strong design ideas with skilled, practical horticulture and expect a high standard of care, presentation and attention to detail. Our gardeners play a central role in protecting the design intention, understanding how each landscape should develop and identifying opportunities to make it better.

Role Overview

We are seeking an exceptional Executive Assistant to work directly alongside our Company Director, providing executive, operational and business support across every aspect of Palais.

Acting as the Director’s trusted right hand, you will become the organisational hub of the business—coordinating people, contracts, systems and communications to ensure the company runs efficiently and effectively. From managing the Director’s diary and supporting the senior leadership team to overseeing contract administration, ClickUp, company compliance and key business operations, you will play a critical role in the success of Palais.

This is a role for someone who thrives on bringing order to complexity, enjoys taking ownership and takes pride in enabling others to perform at their best.

Role Responsibilities

Executive Support

● Provide comprehensive day-to-day support to the Company Director.

● Manage an ever-changing diary, appointments and travel arrangements.

● Prioritise meetings, commitments and competing demands.

● Monitor and manage email correspondence on behalf of the Director.

● Draft correspondence, reports and presentations.

● Prepare meeting agendas and circulate supporting documents.

● Attend meetings where required, taking accurate minutes and tracking actions.

● Follow up on outstanding actions to ensure completion.

● Act as a trusted sounding board, helping organise priorities and maintain focus.

● Support occasional personal administration to enable the Director to work effectively.

Business Administration

● Provide administrative support across the senior leadership team.

● Support the Operations Manager with company administration.

● Assist the Horticultural Operations Manager with operational documentation and scheduling administration.

● Provide administrative support to the Horticultural Lead, Lead Designer and Landscape Architect.

● Maintain accurate company records and documentation.

● Coordinate filing systems and digital administration.

● Ensure company policies and key documents remain up to date.

● Own the company’s contract administration, ensuring client, supplier and contractor agreements are prepared, reviewed, issued, tracked and renewed as required.

● Maintain accurate records of all commercial contracts, service agreements and key business documentation.

● Monitor contract deadlines, renewal dates and compliance requirements, ensuring no critical deadlines are missed.

● Support the leadership team with contract variations, purchase orders and project documentation.

● Maintain accurate records within ClickUp, ensuring projects, tasks, deadlines and documentation are up to date.

● Act as a key administrator for ClickUp, supporting the team to use the platform effectively and driving consistency across the business.

Office & Studio Management

● Oversee the smooth day-to-day running of the studio.

● Manage office supplies, equipment and consumables.

● Coordinate deliveries and supplier relationships.

● Ensure the studio remains organised, welcoming and well-maintaine…