Personal Assistant

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, and 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 with 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.