PA to Director in Coventry

PA to Managing Director / Office Manager 30 hours per week (approx.) - Monday to Friday We are looking for a proactive, highly organised and commercially minded PA / Office Manager to support the Managing Director within a busy, family-run business. The core business is potato packing and distribution, with wider interests in commercial property and farming. This makes the role extremely varied and suited to someone who enjoys getting involved across different areas of a business rather than working within a narrowly defined remit. The role is primarily focused on supporting the Managing Director, with additional support to the Operations Director and, where required, the wider family on both business and personal matters. The Role Key responsibilities will include: Acting as PA to the Managing Director, including drafting emails, letters and other correspondence on his behalf. Working closely with the Managing Director on correspondence and business matters, sometimes preparing information independently and sometimes working through matters together. Providing occasional personal and family PA support, including appointments, travel, purchases, insurance and other ad hoc matters. Acting as an effective gatekeeper - understanding what callers or visitors need, dealing with matters where appropriate and identifying what genuinely requires the Managing Directors attention. Answering incoming calls, taking customer orders and dealing with customers visiting reception for orders and collections. Managing the general day-to-day office administration and keeping records, paperwork and office filing systems organised. Supporting day-to-day staff administration, including holidays, employee queries, confidential records and general HR paperwork. Purchasing, supplier liaison, insurance, utilities and other general business administration. Looking for potential cost-saving opportunities across the business, researching alternatives and presenting recommendations where appropriate. Researching issues, suppliers and possible solutions rather than simply highlighting problems. Supporting the administration of the companys commercial property portfolio, including vacant properties, utilities, planning matters, councils, legislation and liaison with professional advisers where required. Supporting matters relating to the farm, land and wider business interests. Coordinating Health & Safety administration, including reviewing actions arising from external H&S audits, completing routine checks and ensuring required actions are followed up. Assisting with vehicle, FLT and maintenance administration, including monitoring relevant renewal and compliance dates alongside the Managing Director. Providing occasional payroll/timesheet cover when required, with appropriate training and support. Taking ownership of tasks and ensuring matters are followed through to completion. The Person Personality and attitude are particularly important. We are looking for somebody who is: Proactive, resourceful and able to use their own initiative. Highly organised and able to manage several very different matters at once. Confident and capable of dealing with customers, suppliers, employees, councils and professional advisers. Commercially aware and naturally inclined to research solutions and identify opportunities for improvement. Able to take ownership of a matter and progress it without needing a detailed list of instructions. A strong gatekeeper with good judgement about what genuinely requires the Managing Directors involvement. A strong written communicator, comfortable drafting correspondence on somebody elses behalf. Trustworthy, discreet and comfortable handling confidential information. Down-to-earth, practical and happy working within a close-knit family business. Willing to get involved and help wherever reasonably needed rather than being constrained by a rigid job description. The successful candidate needs to be comfortable taking initiative while also working closely with a Managing Director who remains actively involved in the business and retains final sign-off on decisions. Working Environment This is a traditional, hands-on and fully office-based environment. The role is 30 hours per week across five days, so regular day-to-day presence within the business is important. As with many busy family businesses, there will be occasions when the role goes beyond a conventional PA or Office Manager job description. We are looking for someone with a pitch in attitude who will naturally find productive things to do during quieter periods and is happy to help keep the office organised and running smoothly. An interest in property or farming would be advantageous but is not essential. More important is somebody who is interested and capable enough to get to grips with unfamiliar subjects, carry out research, speak confidently to the relevant people and clearly summarise the position for the Managing Director. Specific Health & Safety, payroll, property or agricultural qualifications are not required
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