About the Role
The Personal Assistant to the Managing Director / Project Administrator provides proactive administrative, organisational, and operational support to the Managing Director and wider project team.
The role is responsible for managing the MD’s diary, meetings, correspondence, travel, and key actions, while also supporting project administration, client communication, documentation, and general business activities. The successful candidate will be highly organised, discreet, proactive, and able to manage multiple priorities.
Key Responsibilities
- Provide proactive and confidential PA support to the Managing Director.
- Manage the MD’s diary, appointments, meetings, travel, and accommodation.
- Monitor and manage correspondence, emails, and incoming calls, ensuring actions are followed up.
- Organise meetings, prepare agendas and supporting documents, take minutes where required, and track actions.
- Prepare and format reports, presentations, correspondence, and other business documents.
- Liaise professionally with clients, suppliers, subcontractors, employees, and other stakeholders.
- Maintain accurate business, project, CRM, and personnel records.
- Assist with project administration, including project files, trackers, purchase orders, expenses, and supplier quotations.
- Use Xero and company systems to maintain accurate financial and administrative records.
- Support client meetings, site visits, travel arrangements, and other business activities.
- Maintain organised electronic and physical filing systems.
- Handle confidential and commercially sensitive information with discretion.
- Provide general administrative support to the management and project teams as required.
Key Objectives
- Provide efficient, reliable, and proactive support to the Managing Director.
- Ensure the MD’s diary, meetings, correspondence, and priorities are effectively managed.
- Ensure actions and deadlines are recorded, communicated, and followed up.
- Maintain accurate and organised business and project documentation.
- Support effective communication with clients, suppliers, and internal teams.
- Provide timely and accurate administrative support to the MD and wider business.
Skills & Qualifications
- Previous experience in a PA, Executive Assistant, Project Administrator, or similar role.
- Excellent organisational and time management skills.
- Strong attention to detail and accuracy.
- Excellent written and verbal communication skills.
- Confident and professional when dealing with clients and senior stakeholders.
- Proactive, dependable, and able to use initiative.
- Ability to manage multiple priorities and work under pressure.
- Strong Microsoft Office skills, particularly Outlook, Word, Excel, and PowerPoint.
- Experience with CRM, Xero, or project management systems is advantageous.
- Ability to handle confidential information with discretion.
- Awareness of ISO requirements – 9001: Quality; 14001: Environmental; 27001: IT; 45001: Health & Safety.
- Driving Licence – for the use of company vehicles, where required.
Must have the right to work in the UK.
Job Types: Full-time, Permanent
Work Location: In person
Pay: Up to £32,500.00 per year
Benefits:
- Free parking
- On-site parking
- Private medical insurance
Work Location: In person
