Castell Howell Foods is Wales’ leading independent food service wholesaler, servicing the length and breadth of Wales, the Border Counties and the South West of England. We currently have a vacancy for an Executive Personal Assistant based at our headquarters in Cross Hands.
Main Duties and Responsibilities:
The purpose of this role is to provide high-quality personal assistance and administrative support to the Directors, ensuring the efficient coordination of diaries, meetings, communications and business activities. You will play a key role in supporting the smooth running of daily operations, maintaining professional standards, and contributing to effective communication and organisation across the business.
The role will work closely with internal departments, senior leadership, employees, customers, suppliers and other external contacts to support effective communication, coordination and administrative operations across the organisation. Duties will include:
- Email and Correspondence Management - Monitor, screen and prioritise incoming emails and correspondence, draft responses where appropriate, and ensure urgent matters are escalated promptly.
- Diary and Schedule Management - Manage complex diaries, appointments, meetings and calls, ensuring effective time management, appropriate prioritisation and sufficient preparation time.
- Meeting and Board Support - Coordinate meetings, prepare agendas and papers, take accurate minutes, and monitor follow-up actions to ensure completion.
- Preparation for Board Member External/Internal Meetings - Ensure Board Members are prepared for meetings with relevant information, statistics and background information on attendees
- Travel and Itinerary Coordination - Arrange travel, accommodation and transport, prepare detailed itineraries, and ensure all bookings and logistics are managed efficiently.
- Document Preparation and Administration - Prepare, proofread and format reports, presentations, correspondence and briefing papers, ensuring accuracy, professionalism and timely completion.
- Stakeholder Liaison and Gatekeeping - Act as a key point of contact, manage access to senior leadership, handle enquiries professionally, and maintain effective communication with internal and external stakeholders.
- Executive and Operational Support - Provide proactive day-to-day support to Directors, anticipating requirements, resolving administrative issues and helping ensure the smooth running of daily operations.
- Hospitality and Visitor Coordination - Arrange hospitality for customers, suppliers and visitors, including invitations, itineraries, tickets, refreshments and on-site coordination.
- Event Planning and Coordination - Organise internal and external events, including staff meetings, trade shows, seasonal functions and business hospitality, ensuring all logistics are delivered to a high standard.
- Office and Meeting Room Preparation - Ensure meeting spaces are presentable and fully prepared, coordinate refreshments, welcome arrangements and visitor communications, and support important site visits.
- Additional Duties and Flexibility - Undertake any other reasonable duties required to support the Directors and contribute to the efficient running of the business.
- Staff and Supplier Engagement Support - Support employee and stakeholder engagement activities, including recognition communications, thank-you correspondence and other administrative tasks that strengthen professional relationships.
You will demonstrate excellent organisational skills, strong attention to detail, the ability to manage multiple priorities, and a professional, discreet and proactive approach. Have strong written and verbal communication skills, be confident working with senior stakeholders, and be competent in Microsoft Office applications.
Previous experience in an Executive Personal Assistant, Executive Assistant or senior administrative support role would be advantageous. The ability to maintain confidentiality, exercise sound judgement, and work flexibly in a fast-paced environment is essential.
What we offer:
- A full-time position working Monday-Friday 08:30-17:00 (37.5 hours).
- £35,000 per annum
- 25 days annual leave plus Bank Holidays
- 5% Company contribution pension scheme
- Generous discounted staff purchase scheme - save money on your weekly food shop
- Subsidised canteen
- Free onsite parking
Additional Information:
- Proof of eligibility to work in the UK is required
- DBS check required
Castell Howell is a member of the Armed Forces Covenant and encourages applications from veterans.
