About The Role
The role of Personal Assistant at GB Railfreight is to support the relevant Director(s), providing a professional service at all times across a wide variety of areas. Responsible, reliable and confidential, the PA will provide first class organisation and diary management.
This role is based in our Doncaster office. The salary on offer is up to £30,000.
Closing date: 25th May - please apply as soon as possible as we may close the vacancy early.
Administrative & Diary Management
* Managing and prioritising the Director’s calendar, scheduling meetings, ensuring no conflicts.
* Coordinating travel arrangements and accommodation for meetings and visits across the country.
* Preparing agendas, briefing notes, and documents for meetings with customers and internal teams.
* Organising Director’s customer visits, ensuring all logistics are in place.
* Organising safety tours across sites, ensuring all logistics are in place.
* Organising customer dinners and evening events, including scheduling, invites, and logistics.
* Organising Director’s attendance at GBRf social events, including securing personal diary time and sharing logistical details.
Stakeholder & Customer Engagement
* Coordinating meetings with key customers working with Head Of’s and Account Managers.
* Maintaining an up-to-date list of customer contacts and key stakeholders.
* Organising follow-ups and actions post-customer meetings to ensure continuity.
* Owning the regular updating of contract renewal timelines (using Head Of information).
* Management and recording of customer engagement and contact (flagging up when customers have not been met or spoken to for a while).
Internal Coordination & Team Support
* Supporting leadership training program coordination with the L&D Manager (arranging of the venues and assisting with administration of attendees).
* Assisting with the production of reports, data, and presentations required for board meetings or strategy discussions.
* Collating monthly commercial & finance packs, ensuring a uniform template of presentation, and issuing out prior to the meeting.
* Taking notes and recording actions at key meetings.
* Organising and administrating Team Conferences including venue booking, logistics, and agenda planning.
* Ensuring updates and internal communications are added to the internal website (the loop).
* Coordinating and administrating the customer survey process.
* Overseeing the creation of portfolios and contract videos for internal communications.
* Administration and gatekeeping of the CRM system.
* Organising and administrating internal audits.
Additional duties
* Ensuring that supported Directors have all necessary materials and preparation before meetings.
* Reminding Directors of key tasks, deadlines, and commitments.
* Managing expenses reports, invoices, and approvals as needed.
* Acting as a gatekeeper to protect the Director’s time and focus on high-priority matters.
* Recording and managing team events and arranging appropriate acknowledgement including cards and gifts.
Skills and Experience
* Self motivated and pro-active individual with good interpersonal skills
* Excellent verbal and written communication skills and the ability to communicate effectively with stakeholders across all levels of the business.
* Excellent organisational skills are a necessity in the role.
* Proven experience of maintaining high levels of confidentiality.
* Ability to multi-task and proritise a busy workload.
* Proficient in all Microsoft packages
* Attention to detail, able to produce a high standard of work
* GCSE English and Maths (or equivalent) in grade C or above
* Flexible with working hours including some weekend working
* Willing to travel across UK, may include some overnight stays
* Great team player
* Experience of working within a busy administrative / customer service role
Desirable
* Experience of working within a PA role
* Experience of using Monday.com would be advantageous.
Key Benefits of Working With Us
* A generous healthcare package
* An online benefits portal offering hundreds of discounts at nationwide retailers
* An electric vehicle scheme (available after your first 12 months)
* Regular social events, including days out for you and your family
* Training and development opportunities, including internal courses and external certifications through our industry-renowned development programs. We prioritise your growth in line with our people-centric culture.
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