Equinox Group - Executive PA to the Managing Directors
We are seeking an experienced, highly organised and commercially aware Executive PA to support our Managing Directors.
This is a senior and trusted position requiring excellent judgement, discretion and the confidence to act on behalf of the Managing Directors when appropriate. The successful candidate will be proactive, highly professional and capable of managing competing priorities in a fast-paced business environment.
This role goes beyond traditional PA duties. We are looking for someone who can take ownership, anticipate requirements, make informed decisions within agreed authority and act as a key point of contact between the Managing Directors, clients and employees.
Key Responsibilities
- Managing complex diaries for the Managing Directors, including meetings, appointments, calls and competing priorities.
- Coordinating and prioritising the Managing Directors' schedules to ensure their time is used effectively.
- Acting as a key point of contact between the Managing Directors and clients, suppliers and employees.
- Managing administrative communication between the Managing Directors and clients.
- Drafting, preparing and sending emails and correspondence on behalf of the Managing Directors.
- Monitoring and managing email inboxes, identifying urgent matters and responding or taking action where appropriate.
- Acting on behalf of the Managing Directors within agreed levels of authority.
- Making day-to-day decisions and resolving routine matters without requiring unnecessary escalation.
- Filtering requests and enquiries and determining which matters require the Managing Directors' direct involvement.
- Preparing meeting agendas, briefing documents, reports, presentations and supporting information.
- Attending meetings where required, taking accurate minutes and ensuring agreed actions are followed through.
- Tracking decisions, commitments, deadlines and outstanding actions to ensure matters are completed.
- Following up with clients, employees and third parties on behalf of the Managing Directors.
- Organising internal and external meetings, including coordinating attendees, venues and documentation.
- Managing travel arrangements, accommodation, itineraries and associated logistics.
- Handling sensitive and confidential business information with complete discretion.
- Drafting letters, documents, reports and professional communications.
- Supporting the Managing Directors with business projects and strategic initiatives.
- Coordinating information between different departments and ensuring the Managing Directors receive accurate and timely updates.
- Identifying problems, obtaining the necessary information and proposing solutions before matters reach the Managing Directors.
- Building strong professional relationships with key clients.
- Ensuring important correspondence, decisions and documentation are recorded and followed up appropriately.
- Providing general executive-level administrative support as required.
Decision-Making and Authority
An important part of this position will be the ability to use sound judgement and make decisions on behalf of the Managing Directors within clearly agreed parameters.
The successful candidate will be expected to:
- Assess priorities and determine which matters require immediate attention.
- Respond to routine correspondence on behalf of the Managing Directors.
- Make diary and scheduling decisions independently.
- Resolve routine client and operational queries where appropriate.
- Delegate or redirect requests to the appropriate member of the team.
- Chase outstanding information, actions and decisions.
- Represent the Managing Directors professionally when communicating with clients and stakeholders.
- Protect the Managing Directors' time by confidently managing unnecessary interruptions and competing requests.
- Escalate significant, sensitive or commercially important matters appropriately.
About You
We are looking for someone who is:
- Highly organised with exceptional attention to detail.
- Proactive and able to anticipate what needs to be done.
- Confident working independently and making informed decisions.
- Professional and articulate, with excellent written and verbal communication skills.
- Comfortable communicating with senior executives, clients and employees.
- Discreet and trustworthy when handling confidential information.
- Calm and effective when managing multiple priorities and changing demands.
- Commercially aware and able to understand the wider implications of decisions.
- Assertive when necessary while remaining diplomatic and professional.
- Able to distinguish between urgent, important and routine matters.
- A strong problem solver who looks for solutions rather than simply escalating issues.
- Reliable, responsive and committed to maintaining high professional standards.
Experience
Previous experience as an Executive PA, Executive Assistant, Senior PA or similar role supporting Directors, Managing Directors or CEO is essential.
Strong experience with Microsoft Office, Outlook, diary management, email correspondence and business administration is essential.
Experience dealing directly with clients and acting with delegated authority on behalf of senior management would be particularly advantageous.
The Role
This is an excellent opportunity for an experienced Executive PA who enjoys being at the centre of a business and wants a position with genuine responsibility.
The successful candidate will become a trusted extension of the Managing Directors, helping them remain organised, informed and focused while ensuring decisions, communications and actions are progressed efficiently throughout the business.
Pay: From £35,000.00 per year
Benefits:
- Casual dress
- Free parking
- Life insurance
- On-site parking
- Sick pay
Work Location: In person
