This is a varied and high-impact role supporting the Directors of Birzulis as the primary responsibility, with ad hoc support extended to the wider team as required. You will be the operational backbone of the business — keeping schedules, finances, project workflows, and internal processes running smoothly.
The ideal candidate is proactive, and highly organised, with a natural ability to anticipate needs, manage competing priorities, and take ownership of both administrative and operational responsibilities.
Key Responsibilities: Executive Support
* Manage the Directors' calendars, including scheduling meetings, appointments, and travel itineraries
* Act as the first point of contact for correspondence and communications on behalf of the Directors
* Prepare briefing materials, agendas, and follow-up actions for meetings
* Coordinate internal and external stakeholder communications
* Prepare, issue, and track project invoices in a timely manner
* Liaise with project managers and the accounts team to ensure invoicing aligns with project milestones and contract terms
* Follow up on outstanding invoices and maintain accurate records of payments
* Assist with expense management and financial reporting as required
Internal Processes & Compliance
* Ensure Birzulis internal processes, systems, and workflows are understood and consistently followed across the team
* Identify gaps or inefficiencies in existing processes and recommend improvements
* Manage document control, filing systems, and version management for key business records
* Support onboarding of new team members, including process documentation and induction coordination
General Office & Team Support
* Provide ad hoc administrative support to the wider Birzulis team as needed
* Coordinate team meetings, including logistics, agendas, and minutes
* Manage office supplies, subscriptions, and vendor relationships
* Assist with event coordination for client functions, team events, and industry engagements
What We're Looking For:
* Proven experience in an Executive Assistant, Office Manager, or similar senior administrative role
* Exceptional organisational skills with high attention to detail and ability to manage competing priorities
* Strong written and verbal communication skills
* Demonstrated experience with invoicing, accounts administration, or project coordination
* Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
* Ability to handle confidential information with discretion and professionalism
* A proactive, solution-focused approach - someone who takes initiative rather than waiting to be asked
* Experience in the construction, engineering, architecture, or professional services sector (not required but a plus)
* Familiarity with project management tools or practice management software
* Understanding of basic accounting and invoice management processes
Learn more about us and apply here https://www.birzulis.com/careers/
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