Role Purpose
To provide a highly efficient, professional, and confidential administrative and personal support service to the Directors, ensuring the smooth operation of senior leadership activities and supporting the wider business through effective organisation, communication, and compliance management.
Key Duties and Responsibilities Act in full compliance with the organisations Mission Statement, Core Values, policies, and procedures at all times.
Provide high-level administrative and personal support to the Managing Director, Sales Director, Business Development Manager, and wider senior management team.
Assist with the preparation, management, and submission of tenders.
Complete and maintain Customer Pre-Qualification Questionnaires (PQQs) accurately and within required deadlines.
Maintain and update customer portals, ensuring all compliance and contractual information remains current.
Update accreditation portals as required to support ongoing compliance.
Support the Business Excellence and Strategy Director with the maintenance and management of company policies, procedures, strategic documents, and appraisal collation and analysis.
Assist the Sales Director with the preparation and updating of marketing materials, including documents and flyers.
Support the Managing Director with company insurance renewals and the administration of ongoing insurance claims.
Administer all company benefits, including healthcare, life assurance, and pension arrangements, ensuring accurate updates and timely renewals.
Maintain statutory and regulatory company information on relevant external platforms (e.g. Companies House, ICO).
Manage, maintain, and update the company intranet and website content as required.
Administer monthly payroll and pension processes accurately and confidentially.
Coordinate meetings and events, including diary management, preparation of agendas and presentations, travel arrangements, accommodation, and subsistence.
Produce meeting agendas, minutes, and action logs, ensuring actions are tracked and completed.
Provide general administrative support to Senior Management as required.
Requirements Experience & Skills Proven experience in a Personal Assistant, Executive Assistant, or senior administrative role supporting Directors or senior leadership teams.
Experience working in a confidential, professional, and fast-paced environment.
Previous involvement in tender preparation, PQQs, compliance documentation, or governance processes is desirable.
Experience managing senior stakeholder diaries, meetings, and communications.
Experience administering payroll, pensions, and employee benefits is advantageous.
Strong IT skills, including Microsoft Office (Word, Excel, PowerPoint, Outlook).
Experience managing intranet and website content is beneficial.
Excellent organisational skills with the ability to manage multiple priorities and deadlines.
Strong written and verbal communication skills with high attention to detail.
Personal Attributes Highly professional with a strong sense of discretion and confidentiality.
Proactive, flexible, and able to adapt to changing priorities.
Strong interpersonal skills and the ability to work collaboratively across teams.
A can-do attitude with a commitment to high standards of work.
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