Personal Assistant - 12 month fixed term contract in London

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 Peterborough office and is a 12 month fixed term contract. The salary on offer is up to £30,000.

Main Responsibilities

• 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).
  • Mandating and recording 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 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 administering Team Conferences including venue booking, logistics, and agenda planning.
  • Ensuring updates and internal communications are added to the internal website (the loop).
  • Coordinating and administering the customer survey process.
  • Overseeing the creation of portfolios and contract videos for internal communications.
  • Administration and gatekeeping of the CRM system.
  • Organising and administering 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 prioritise 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.