Job Overview
We are seeking a highly organised, proactive, and detail-oriented Executive Personal Assistant to support the Managing Director across a growing group of UK and international companies.
This is far more than a traditional PA role. You will act as the Managing Director's trusted right-hand person, helping coordinate executive administration, business operations, financial tracking, compliance activities, travel arrangements, and document management across multiple businesses.
Working closely with the Director and external accountants, legal advisers, and business partners, you will ensure key deadlines are met, important documents are maintained, payments and compliance activities are tracked, and business operations run smoothly.
The successful candidate will be exceptionally organised, comfortable managing multiple priorities simultaneously, and able to work with a high degree of accuracy, professionalism, and discretion. You will enjoy solving problems, improving processes, and taking ownership of tasks while supporting a fast-paced and entrepreneurial business environment.
This is an excellent opportunity for someone who wants to become an integral part of a growing business group, with genuine responsibility and the opportunity to make a significant impact on the day-to-day operations of the Managing Director and the wider organisation.
Responsibilities
- Manage the Managing Director's calendar, coordinating meetings, appointments, reminders, and business commitments across multiple companies.
- Coordinate domestic and international travel arrangements, including flights, accommodation, visas, itineraries, and supporting documentation.
- Prepare, format, and maintain professional documents, reports, presentations, spreadsheets, and correspondence using Microsoft Office and Google Workspace.
- Act as the first point of contact for administrative matters, managing emails, communications, and follow-up actions on behalf of the Managing Director.
- Coordinate with external accountants, legal advisers, and other professional service providers to ensure compliance deadlines, statutory filings, VAT returns, and tax-related activities are completed on time.
- Monitor invoices, client payments, supplier payments, bank balances, and expense records, assisting with financial administration across multiple companies.
- Assist with bank statement downloads, reconciliation activities, invoice tracking, and maintaining accurate financial records using accounting software such as Xero.
- Maintain contracts, agreements, compliance documentation, and company records, ensuring documents are organised, securely stored, and readily accessible.
- Maintain structured digital filing systems across multiple businesses using cloud-based document management platforms.
- Monitor operational tasks and key business activities across the group, ensuring deadlines are tracked and outstanding actions are followed up.
- Research suppliers, software solutions, travel options, and business services, preparing summaries and recommendations for the Managing Director.
- Produce regular operational and financial status updates, including maintaining dashboards, trackers, and weekly executive reports.
- Identify opportunities to improve administrative processes and implement efficient systems and workflow automation where appropriate.
- Handle confidential business and personal information with the highest level of professionalism, integrity, and discretion.
- Provide general executive and administrative support as required to ensure the smooth day-to-day operation of the Managing Director's office.
Experience & Skills
- Previous experience as an Executive Assistant, Personal Assistant, Office Manager, Executive Administrator, or in a similar senior administrative role supporting Directors, CEOs, or senior leadership.
- Excellent organisational and time management skills with the ability to manage multiple priorities, deadlines, and business activities simultaneously.
- Strong attention to detail with the ability to work accurately and maintain high standards when handling financial, compliance, and business documentation.
- Excellent written and verbal communication skills with a professional and confident manner when dealing with clients, suppliers, accountants, and business partners.
- Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint) and Google Workspace (Gmail, Docs, Sheets, Drive and Calendar).
- Experience using cloud-based business software such as Xero, QuickBooks, ClickUp, Notion, DocuSign, or similar platforms would be advantageous.
- Comfortable working with financial information, including invoices, payments, bank reconciliations, and expense tracking. An accounting qualification is not required.
- Strong document management skills with experience maintaining organised digital filing systems and company records.
- Ability to work independently, exercise sound judgement, and handle confidential information with complete discretion.
- A proactive, solution-focused approach with the confidence to take ownership of tasks and follow them through to completion.
- Comfortable working in a fast-paced entrepreneurial environment where priorities can change and flexibility is essential.
- A full UK driving licence would be advantageous, as occasional travel may be required.
This is an excellent opportunity for an organised and proactive Executive Personal Assistant to become an integral part of a growing business group. If you enjoy taking ownership, solving problems, and supporting senior leadership in a fast-paced environment, we'd love to hear from you.
Pay: £27,000.00-£30,000.00 per year
Benefits:
- Casual dress
- Employee mentoring programme
- Flexitime
- Gym membership
- On-site parking
- UK visa sponsorship
Application question(s):
- How would you rate your Microsoft Excel skills?
Beginner
Intermediate
Advanced
- Do you have experience preparing, tracking or managing invoices and payments?
- Do you have a basic understanding of bookkeeping, bank reconciliations, invoices, VAT or accounting processes?
- Which accounting software have you used?
- Are you confident creating professional documents, reports, presentations and spreadsheets using Microsoft Office and Google Workspace?
Experience:
- Executive Assistant: 1 year (required)
Work Location: In person
