Main Purpose of Role:
To provide high-level support to a group of Executive Directors, ensuring the smooth execution of their daily responsibilities. This role also includes offering back-up assistance to the Executive Assistant to the CEO.
Executive Support
* Proactively manage complex diaries for Executive Directors, ensuring optimal scheduling with no conflicts and efficient use of time
* Prioritise meetings based on urgency, duration, and alignment with ongoing initiatives
* Ensure Executive Directors are fully prepared for meetings by coordinating pre-meeting briefings, gathering necessary materials, and allowing adequate prep time
* Coordinate UK and international travel, including itinerary planning, in collaboration with the Office Administrator
* Prepare professional correspondence, reports, agendas, and presentations as needed
* Assist with monitoring and managing Executives’ email inboxes and document folders upon request
* Schedule recurring and ad hoc meetings, including:
* Monthly Trading Meetings across business divisions
* Performance Reviews and regular 1:1s with direct reports
* Monthly Staff Briefings
CEO and EA to CEO Support
* Act as a secondary support to the Executive Assistant to the CEO, ensuring continuity of assistance during peak times or absences
Meeting & Office Coordination
* Manage meeting room bookings, ensuring readiness and availability for both internal and external meetings
* Coordinate setup and breakdown of meeting rooms with Facilities and IT teams
* Liaise with employees to rearrange meetings when necessary
* Arrange catering for meetings and events, and manage related payments
* Schedule and support internal briefings, employee events, off-site sessions, and client hospitality
Administrative Operations
* Submit Executive Directors’ expenses accurately and on time
* Raise and track purchase orders and update the Gifts & Hospitality register
* Maintain oversight of office supplies, including ordering stationery, catering, tea/coffee, and managing post
* Ensure compliance with document retention policies, including periodic file reviews and secure disposal
* Provide support to all departments by sharing office-related knowledge and assisting with general administrative needs
Reception & Visitor Management
* Provide reception cover as required, ensuring visitor protocols are followed and security measures are upheld
Culture & Community Engagement
* Lead and coordinate internal social events from planning through to execution and cleanup
* Manage charitable initiatives, maintain charity partnerships, respond to donation requests, and liaise with clients, the public, finance, and fulfilment teams to ensure compliance with procedures
Qualifications and Experience
* Prior PA experience for a Board Director
* Experience of prioritising, planning and delivering own workload to meet deadlines
* Experience of preparing and delivering reports and presentations
* Experience of using a variety of systems and databases
* Accurate keyboard skills and a strong working knowledge of MS Outlook, Word, Excel, PowerPoint
Person specification
The PA to Directors will have regular contact Executive Board members and must be experienced in handling sensitive situations and confidential material.
* Excellent verbal and written communication
* Ability to build strong working relationships, specifically when representing executives with the appropriate tone, diplomacy and sensitivity
* Excellent attention to detail
* Capable of working under pressure and to tight deadlines
* Skilled in prioritising conflicting needs, handling issues quickly and proactively, following through projects to successful completion
* Initiative and ability to act independently as appropriate within broad guidelines
* Highly organised with a strong delivery focus
* Positive attitude and approach, and a strong desire to provide high levels of service
* Emotional resilience, able to put self aside and smooth potentially tense situations, and contribute positive energy and good humour to the business
* Strong team player with a flexible attitude
* Demonstrable passion for the business, and an understanding of the key commercial issues
What can we do for you?
* Holiday purchase scheme, with 25 days holiday plus bank holidays as standard.
* On-site gym at our office (Free), and nationwide corporate rate gym membership
* Online benefits portal where you can access lots of deals, discounts - for example of shopping or holidays
* Progression and Development
* Contributory company pension scheme
* Private medical insurance
* Life assurance of 3 x annual gross salary, with the option to purchase additional cover
* You’re also able to purchase a range of benefits at a discounted rate including, critical illness cover, bicycles via our Cycle2Work scheme, dental insurance and TasteCard dining discount card
We’re committed to building a culture that empowers all of our people to thrive and feel a sense of belonging at PayPoint