About the Role
We are looking for a highly organised, detail-driven and proactive Executive Assistant to support a busy senior operator across business, administration, scheduling, coordination, communication and personal organisation.
This is not a passive admin role. The right person will be expected to bring structure, follow-through and calm execution to a fast-moving working environment. You will help keep priorities moving, ensure actions are not missed, manage information accurately, and make day-to-day operations smoother.
The role would suit someone who is naturally organised, reliable, discreet, quick to learn, and comfortable working directly with someone who moves at pace and expects high standards.
You do not need to have been an Executive Assistant before, but you must have strong administrative experience, excellent communication skills, sound judgement, and the ability to take ownership without needing constant chasing.
Key ResponsibilitiesDiary, Scheduling and Coordination
You will manage calendars, appointments, meetings and scheduling priorities, ensuring time is used properly and conflicts are handled quickly.
Responsibilities include:
- Managing diary appointments, meetings and reminders
- Coordinating calls, bookings, travel, reservations and logistics
- Preparing the day/week ahead with clear priorities and context
- Ensuring meetings have the right information, links, notes or documents prepared
- Following up on action points after meetings
- Chasing outstanding responses, confirmations and documents
- Keeping track of commitments so nothing is forgotten or left unresolved
Administrative and Operational Support
You will provide structured admin support across a range of business and personal workflows.
Responsibilities include:
- Handling documents, records, files and admin tasks accurately
- Maintaining trackers, spreadsheets, notes and internal records
- Organising digital files, folders and information clearly
- Supporting basic research, comparisons and supplier coordination
- Managing bookings, enquiries and follow-ups
- Helping create simple process documents, checklists and templates
- Supporting with errands, purchasing coordination, returns or supplier communication where required
Communication and Follow-Up
You will help manage communication professionally and ensure things keep moving.
Responsibilities include:
- Drafting clear, professional messages and emails
- Responding to basic enquiries where appropriate
- Taking notes from calls, meetings or discussions
- Turning conversations into clear action points
- Following up with people until tasks are complete
- Communicating clearly, without being vague or passive
- Escalating important issues quickly and sensibly
Personal Organisation and Executive Support
The role will also involve helping create structure around a busy working life.
Responsibilities include:
- Keeping track of personal and professional tasks
- Helping prioritise competing demands
- Preparing reminders, checklists and summaries
- Coordinating appointments, deliveries, bookings and household/admin matters where needed
- Helping reduce day-to-day friction by staying one step ahead
- Maintaining confidentiality and discretion at all times
What We Are Looking For
The successful candidate will be someone who is dependable, sharp, organised and comfortable taking responsibility.
You should have:
- Previous experience in administration, PA support, office support, operations support, project coordination, customer operations or similar
- Excellent written and verbal communication skills
- Strong attention to detail
- Good judgement and common sense
- Confidence using Microsoft Office, Google Workspace, Outlook, Gmail, Excel or similar tools
- The ability to manage multiple tasks without becoming overwhelmed
- A proactive attitude and willingness to chase things through to completion
- Strong organisation and time management skills
- The ability to handle confidential information professionally
- A calm, reliable and solution-focused working style
The Right Person Will Be
- Highly organised
- Fast to respond
- Comfortable being relied upon
- Clear and professional in communication
- Detail-focused
- Honest when something is unclear
- Comfortable asking good questions
- Able to prioritise properly
- Able to follow instructions accurately
- Willing to take ownership of tasks
- Calm under pressure
- Discreet and trustworthy
- Practical, resourceful and switched on
This Role Is Not Suitable For Someone Who
This role will not be the right fit for someone who:
- Needs constant step-by-step supervision
- Avoids responsibility or waits to be chased
- Is disorganised with files, notes, messages or follow-ups
- Struggles with written communication
- Regularly misses details
- Wants a low-pressure, repetitive admin role
- Is uncomfortable working directly with a demanding senior person
- Cannot reliably commute to Sheffield
- Is not comfortable working office-based
- Applies to jobs without reading the advert properly
Required Experience
You should have at least 1 year of experience in one or more of the following areas:
- Executive Assistant support
- Personal Assistant support
- Administration
- Office support
- Business support
- Customer operations
- Project coordination
- Bookings or diary management
- Records management
- Internal coordination
- Client/customer communication
A degree is not required. Practical experience, reliability, communication and execution matter more.
Preferred Experience
Experience in any of the following would be beneficial:
- Supporting a founder, director, senior manager or executive
- Managing a busy calendar
- Coordinating travel or bookings
- Handling suppliers, contractors or service providers
- Using Excel or Google Sheets
- Preparing notes, summaries or reports
- Working in a fast-paced business environment
- Supporting operational or project-based work
- Handling confidential or sensitive information
Tools You May Use
You do not need to know all of these already, but you should be comfortable learning new tools quickly.
Possible tools include:
- Microsoft Outlook
- Gmail
- Google Calendar
- Google Drive
- Microsoft Word
- Microsoft Excel
- Google Docs
- Google Sheets
- Slack
- WhatsApp
- Notion / Obsidian / similar note-taking tools
- Booking systems
- Supplier portals
- CRM or internal admin systems
What Success Looks Like
Within the first month, you should be able to:
- Understand the working rhythm and key priorities
- Manage basic scheduling and follow-ups confidently
- Keep clear records of tasks, notes and open items
- Communicate professionally and reliably
- Reduce the amount of chasing needed
- Spot when something needs action before being told twice
Within three months, you should be able to:
- Own recurring admin and coordination workflows
- Anticipate upcoming issues or clashes
- Prepare useful summaries and reminders
- Handle a wider range of tasks independently
- Build a reliable system for tracking commitments and follow-ups
- Become a trusted support person who makes the working day smoother
Benefits
- Competitive salary based on experience
- Direct exposure to senior-level business operations
- Varied role with real responsibility
- Opportunity to grow into broader operations, business support or executive support work
- Structured working environment with clear expectations
- Office-based role in Sheffield
Pay: £24,420.00-£56,611.32 per year
Benefits:
- Casual dress
- Company pension
- Flexitime
- Free parking
- On-site parking
- Sick pay
Ability to commute/relocate:
- Sheffield, South Yorkshire: reliably commute or plan to relocate before starting work (required)
Application question(s):
- This role is primarily office-based. Are you comfortable working from the office as required?
- Are you able to work full-time, Monday to Friday?
- The salary range for this role is £29, 000. Are you comfortable with this range?
- How much paid experience do you have in administration, PA support, executive support, office support, customer operations, bookings, records management or project coordination?
- What is your current level with Microsoft Office, Google Workspace, Outlook, Gmail, Excel or similar tools?
- Are you comfortable writing professional emails, messages and follow-ups as part of your daily work?
- This role requires accurate record keeping, careful follow-up and strong attention to detail. Are you comfortable being judged on accuracy?
Work Location: In person
