Executive Administrator / Assistant to Managing Director
£19 per hour | 10 hours per week | Permanent | Predominantly home-based
About us
The Patrick James Group is an independent property business operating across Bristol and the South West.
We are looking for an exceptionally organised, reliable and detail-focused person to provide direct administrative support to our Managing Director.
This is initially a 10-hour-per-week role, but it has deliberately been designed as a developing position. For the right person, there is potential for additional hours and responsibilities over time, with the role potentially developing into a broader Executive Assistant / PA position.
The role
Initially, you will take ownership of a defined range of executive administration, including:
- Managing vehicle administration, including MOTs, servicing, insurance, breakdown cover, permits, memberships, appointments and records.
- Providing selected diary and appointment management for the Managing Director.
- Running and compiling recurring management reports.
- Maintaining reminders and ensuring important deadlines are not missed.
- Checking information for errors, inconsistencies or missing details.
- Providing general executive administration.
As you become established in the role, responsibilities may expand to include:
- Broader diary management.
- Invoice and payment administration.
- Preparing payments for approval.
- Meeting preparation and action tracking.
- Following up agreed actions with colleagues and suppliers.
- Research and correspondence.
- Travel and other arrangements.
- Wider Executive Assistant / PA support.
What we're looking for
Exceptional attention to detail is the most important requirement for this role.
We're looking for someone who is:
- Highly organised and reliable.
- Conscientious and takes ownership of their work.
- Comfortable working independently from home.
- Able to follow detailed processes accurately.
- Confident using Microsoft Office and online systems.
- Numerate and comfortable working with reports, spreadsheets and invoices.
- A strong written communicator.
- Comfortable handling confidential and commercially sensitive information.
- Able to prioritise competing tasks.
- Willing to ask questions when something is unclear rather than make assumptions.
- Naturally inclined to notice when something doesn't look right.
- Someone who follows tasks through to completion rather than needing to be chased.
Previous experience as an Executive Assistant, PA, senior administrator or in a similar role would be useful, but we are more interested in finding someone with the right capabilities and approach than a particular job title.
Property industry experience is not required.
Hours and flexibility
The role is 10 hours per week initially at £19 per hour.
It is predominantly home-based and offers considerable flexibility. However, we would normally expect the hours to be spread across several weekdays rather than worked as a single weekly block, as the role will involve providing ongoing support to the Managing Director.
There may occasionally be a requirement to attend Bristol or Warwickshire, so applicants should be within reasonable travelling distance of one or both locations.
Longer-term opportunity
We are deliberately starting this role relatively small.
As trust is established and the successful candidate demonstrates their capabilities, we expect there to be opportunities to take on additional responsibilities currently undertaken elsewhere within the business.
For the right person, this could mean additional hours and progression into a broader Executive Assistant / PA role supporting the Managing Director as The Patrick James Group continues to develop.
What success looks like
Ultimately, we're looking for someone to whom the Managing Director can hand an appropriate task and be confident that:
- It will be completed.
- The details will be correct.
- Deadlines won't be missed.
- Problems will be identified early.
- Questions will be asked when appropriate.
- Nothing important will simply be assumed.
- The work won't routinely need checking afterwards.
If that sounds like the way you naturally work, we'd be very interested in hearing from you.
Pay: £19.00 per hour
Benefits:
- Company pension
- Flexitime
- Work from home
Application question(s):
- Please give a brief example of a time when your attention to detail identified an error or potential problem before it caused an issue. What did you notice, and what did you do?
- You are given a detailed written procedure for completing an important task, but discover that one part cannot be completed exactly as instructed. What would you do?
Experience:
- Administrative: 2 years (preferred)
Work authorisation:
- United Kingdom (required)
Willingness to travel:
Work Location: Hybrid remote in Bristol BS2 8QU
