Executive Support Coordinator | Job Description
About Us
Founded in 1975 and headquartered just north-west of Cardiff, Sigma 3 Kitchens Ltd is a family-owned kitchen manufacturer, distributor and retailer with over 50 years of experience crafting high-quality kitchens. Today, it stands as the largest kitchen manufacturer in Wales, with a reputation built on exceptional product quality, craftsmanship and customer service.
Sigma 3 is proud to be the UK’s most trusted kitchen retailer on Trustpilot, with an outstanding rating of 4.9 out of 5 from more than 2,500 verified customer reviews. This recognition reflects the company’s unwavering commitment to delivering an exceptional customer experience at every stage of the journey.
The business has undertaken a significant £20 million investment in a secondary manufacturing facility in Bridgend, alongside the modernisation of its existing factory in Llantrisant. Combined with continued investment in its people, systems and production capabilities, this expansion has effectively tripled manufacturing capacity, bringing total operational space to more than 200,000 square feet and reinforcing Sigma 3’s position as a leading UK manufacturer.
Sigma 3 currently sells kitchens through six of its own retail showrooms across South Wales and in Esher, Surrey, while also supplying its national brand, Masterclass Kitchens, to over 160 independent retailers across the UK. In addition, the company partners with both boutique and national housebuilders throughout Wales and the South-West. Every kitchen is designed and manufactured in Wales, ensuring that the company’s continued national success supports the local economy.
Role Purpose
To provide professional, confidential and efficient administrative support to the Senior Management Team whilst delivering administrative assistance across HR, Finance, and Sales. The role is responsible for supporting the smooth day-to-day operation of the business through effective organisation, accurate administration and a proactive approach to supporting colleagues and senior stakeholders.
The Role
Personal Assistant to Senior Management Team
- Provide comprehensive administrative support to the Senior Management Team
- Manage diaries, appointments and meeting schedules.
- Book hotels and transport as required.
- Prepare reports, presentations, correspondence, and meeting documentation.
- Produce accurate meeting notes and maintain records as required.
- Take minutes of quarterly board meetings and distribute approve minutes to Board members.
- Prepare meeting rooms for key meetings including organising refreshments, lunches, etc.
- Handle confidential information with the highest level of discretion and professionalism.
HR Support
- Maintain electronic HR filing systems and ensure employee records are accurate and up to date.
- Input and maintain employee information within the HR system.
- Monitor the absence reporting phone line and input absences accurately onto the HR system.
- Ensure return to work meetings are completed, recorded, and filed appropriately.
- Support payroll administration by ensuring daily timesheet records are accurate on the HR system and raising any anomalies with the relevant line managers.
- Provide further administrative support to the HR function as required.
Finance Support
- Assist the Finance team with some administrative processes, including checking visas and raising credit notes.
Sales Administration
- Maintain customer information and pricing updates within the Masterclass Sales team database/systems.
- Coordinate our Customer Forum meetings, including scheduling catering and accommodation for Masterclass customers and making travel arrangements where necessary.
Office Administration
- Order stationery, sundries, and office supplies for Head Office and the factories on a weekly basis.
- Ensure the upper Head Office meeting rooms, kitchen, and stationery facilities remain tidy, organised, and presentable.
- Assist with general office administration activities as required.
Reception Cover
- Provide holiday and absence cover for the reception function, including:
- operating the telephone switchboard,
- managing incoming and outgoing post,
- monitoring and responding to the reception inbox,
- welcoming visitors and contractors; and
- maintaining a professional reception environment.
Key Behaviours
Attention to Detail
- Provide consistently accurate work and maintain high standards in all administrative duties.
Confidentiality and Discretion
- Handle sensitive Board, HR, and Finance information appropriately and professionally.
Organisation and Planning
- Effectively prioritises workloads, manages competing deadlines and remains organised in a fast-paced environment.
- Absolute discretion due to exposure to Board meetings, HR and Finance functions.
Skills and Experience
Essential:
- Previous experience in an administrative, office support or personal assistant role.
- Proficient in Microsoft Office applications
- Excellent typing speed and accuracy for data entry work.
- Strong administrative and customer service skills.
- High level of accuracy and attention to detail.
- Strong organisational skills with the ability to prioritise tasks effectively.
Desirable:
- Experience of supporting senior leaders or directors.
- Experience of HR, payroll, or finance administration.
- Experience using HR or business management systems.
- Experience coordinating meetings, events, or travel arrangements.
The Package
-
£28,500 annual starting salary
- The rare opportunity to work for the largest manufacturer of kitchens in Wales with an enviable reputation for quality and service built over 50 years of trading. We have exciting plans to take this well-established business to new levels.
- 25 days holiday plus 8 Bank Holidays
- Pension
- Company sick pay
- PHI (this is an incapacity benefit)
- Life insurance
- A discretionary performance related bonus based on business objectives and Company profitability
This list of duties is not exhaustive and may be varied from time to time in line with business needs.
