Personal Assistant

Job DescriptionMain Purpose of Role:To provide high-level support to a group of Executive Directors, ensuring the smooth execution of their daily responsibilities. This role also includes offering back-up assistance to the Executive Assistant to the CEO.Executive SupportProactively manage complex diaries for Executive Directors, ensuring optimal scheduling with no conflicts and efficient use of timePrioritise meetings based on urgency, duration, and alignment with ongoing initiativesEnsure Executive Directors are fully prepared for meetings by coordinating pre-meeting briefings, gathering necessary materials, and allowing adequate prep timeCoordinate UK and international travel, including itinerary planning, in collaboration with the Office AdministratorPrepare professional correspondence, reports, agendas, and presentations as neededAssist with monitoring and managing Executives email inboxes and document folders upon requestSchedule recurring and ad hoc meetings, including:Monthly Trading Meetings across business divisionsPerformance Reviews and regular 1:1s with direct reportsMonthly Staff BriefingsCEO and EA to CEO SupportAct as a secondary support to the Executive Assistant to the CEO, ensuring continuity of assistance during peak times or absencesMeeting & Office CoordinationManage meeting room bookings, ensuring readiness and availability for both internal and external meetingsCoordinate setup and breakdown of meeting rooms with Facilities and IT teamsLiaise with employees to rearrange meetings when necessaryArrange catering for meetings and events, and manage related paymentsSchedule and support internal briefings, employee events, off-site sessions, and client hospitalityAdministrative OperationsSubmit Executive Directors expenses accurately and on timeRaise and track purchase orders and update the Gifts & Hospitality registerMaintain oversight of office supplies, including ordering stationery, catering, tea/coffee, and managing postEnsure compliance with document retention policies, including periodic file reviews and secure disposalProvide support to all departments by sharing office-related knowledge and assisting with general administrative needsReception & Visitor ManagementProvide reception cover as required, ensuring visitor protocols are followed and security measures are upheldCulture & Community EngagementLead and coordinate internal social events from planning through to execution and cleanupManage charitable initiatives, maintain charity partnerships, respond to donation requests, and liaise with clients, the public, finance, and fulfilment teams to ensure compliance with proceduresQualifications and ExperiencePrior PA experience for a Board DirectorExperience of prioritising, planning and delivering own workload to meet deadlinesExperience of preparing and delivering reports and presentationsExperience of using a variety of systems and databasesAccurate keyboard skills and a strong working knowledge of MS Outlook, Word, Excel, PowerPointPerson specification The PA to Directors will have regular contact Executive Board members and must be experienced in handling sensitive situations and confidential material.Excellent verbal and written communicationAbility to build strong working relationships, specifically when representing executives with the appropriate tone, diplomacy and sensitivityExcellent attention to detailCapable of working under pressure and to tight deadlinesSkilled in prioritising conflicting needs, handling issues quickly and proactively, following through projects to successful completionInitiative and ability to act independently as appropriate within broad guidelinesHighly organised with a strong delivery focusPositive attitude and approach, and a strong desire to provide high levels of serviceEmotional resilience, able to put self aside and smooth potentially tense situations, and contribute positive energy and good humour to the businessStrong team player with a flexible attitudeDemonstrable passion for the business, and an understanding of the key commercial issuesWhat can we do for you?Holiday purchase scheme, with 25 days holiday plus bank holidays as standard.On-site gym at our office (Free), and nationwide corporate rate gym membershipOnline benefits portal where you can access lots of deals, discounts - for example of shopping or holidaysProgression and DevelopmentContributory company pension schemePrivate medical insuranceLife assurance of 3 x annual gross salary, with the option to purchase additional coverYoure also able to purchase a range of benefits at a discounted rate including, critical illness cover, bicycles via our Cycle2Work scheme, dental insurance and TasteCard dining discount cardWere committed to building a culture that empowers all of our people to thrive and feel a sense of belonging at PayPoint

Created: 2025-07-04