Executive Assistant in Birmingham

Direct message the job poster from The Fuel Store

People & Talent Manager @ The Fuel Store

The Fuel Store (TFS) is a progressive, Birmingham based business using technology to develop its market and stay ahead of the competition. It is on a mission to revolutionise the way business is conducted in its chosen business segments. The business is a leading provider of fuel and associated products into the transportation sector. TFS provides a range of products and solutions to its customers which help them to increase profits through increasing basket size, customer loyalty and usage; serving customers more efficiently and cost‑effectively. It currently facilitates the provision of and processes the transactions to allow over 60 million litres of Fuel per annum through its card processes.

The business was started 10 years ago and to date has grown organically. Future development will be a combination of organic and inorganic growth offering its customers a carefully thought out package of products with software that enables easy/dynamic/cost optimised fleet management at its core.

The shareholders are keen that the business goes into a rapid growth phase with associated profitability. A new CEO has been appointed and will lead the twin track approach of organic and inorganic growth.

As an Executive Assistant, you will provide assistance to the Executive team with a key focus on but not limited to: Event Management, Note Taking & Diary Management.

You’ll also get the chance to be hands‑on with the recruitment process, assisting with everything from interviews to admin and contracts, with a particular focus on the Sales candidate pipeline and talent pool.

Brief Overview

Type of Opportunity: Permanent, Full Time

Basic Salary: Negotiable on Experience.

Location: Birmingham, B2

Reports to: CEO

Responsibilities for an Executive Assistant

Executive Support

• Act as natural extension to CEO and Executive Team
• Make appropriate decisions in absence of Executive Team
• Liaison with the Board
• Handle sensitive information with discretion/professionalism and integrity
• Offer flexible support beyond standard hours when circumstances dictate
• Manage diaries; co‑ordinate travel as needed
• Where necessary attend key meetings to take notes (and contribute as appropriate)

Event & Meeting Coordination

• Plan and deliver key events including Board meetings, company‑wide events, offsites, and leadership sessions.
• Oversee end‑to‑end logistics, stakeholder communication, room bookings, supplier management, and on‑the‑day coordination.

Recruitment & Support

• Support the People & Talent Manager across recruitment processes, including initial screening calls, interview scheduling, and ensuring a smooth candidate experience.
• Maintain strong pipelines for sales roles, staying close to the talent pool and supporting ongoing engagement.
• Assist with onboarding tasks, paperwork, system updates, and new‑starter coordination.
• Maintain accurate recruitment records and documentation to support compliance and reporting.

To have the ability to contribute to The Fuel Store’s success, you will need the following knowledge skills and experience:

• Experience in an Executive Assistant, Personal Assistant, or high‑level administrative role.
• Strong organisational skills with the ability to manage multiple priorities, deadlines and stakeholders.
• Confident diary management, travel planning and meeting coordination.
• Excellent written and verbal communication skills, with the ability to produce clear notes.
• Experience supporting recruitment processes, such as screening calls, scheduling interviews and maintaining candidate records would be beneficial.
• Comfortable working with confidential information and always exercising discretion, this is paramount to succeeding in the role.
• Strong attention to detail and a proactive, solutions‑focused approach.
• Confidence using Microsoft Office (Outlook, Word, Excel, PowerPoint)
• Confidence in using HRIS/ATS systems would be beneficial
• Ability to work independently, manage competing demands and adapt to changing priorities.
• Professional, positive attitude with a willingness to support after 5pm when business needs require it

You should apply if:

• You feel you would thrive around full business exposure to the CEO and Executive team.
• You’re naturally organised, calm under pressure and enjoy bringing order to busy schedules.
• You take pride in being one step ahead and solving problems before they land on someone’s desk.
• You build trust quickly and handle sensitive information with complete discretion.
• You communicate clearly, professionally and confidently with people at all levels.
• You enjoy creating smooth experiences for others, whether that’s a leader, a candidate or an event attendee.
• You’re proactive, curious and happy to take initiative without waiting to be asked.
• You’re adaptable and comfortable shifting priorities when the day changes direction.
• You bring positive energy, resilience and a can‑do mindset to fast‑moving situations.
• You care about doing things well, accuracy, presentation and follow‑through matter to you.
• You’re flexible and willing to support the business when needed

Our Culture

TFS are in the simplicity business and we are building a team, who look at the world a little differently. People that look at the needlessly complicated and say ‘that’s nuts’. People that are bold enough to challenge convention, and brilliant enough to actually change it.

What’s in it for you?

• Salary Sacrifice Pension Scheme: After 12 weeks of continuous employment, you will be automatically enrolled into our Pension Scheme.
• Health & Wellbeing: You will have access to MediCash upon passing your probation, this will allow you to access healthcare cashback schemes, retail discounts, counselling, for yourself and up to 4 Children.
• Holiday Entitlement: You will be entitled to 26 days annual leave plus all statutory holidays, you increase personal holiday allowance with increased service up to 5 additional days.
• Financial Advice: Access to 1‑2‑1 financial advisor sessions free of charge.
• Career Progression: We track all employees progression by creating personal development plans, we have an in house L&D Specialist dedicated to help you improve and grow professionally.
• Location: Based in Birmingham City Centre, with panoramic views from the office floor.
• Supporting local charities: We are passionate about giving back to the local community and supporting charities as much as we can.
• Other benefits: Feel free to take a look for yourself here! https://thefuelstore.co.uk/careers

A little more for you to know…

We want to be a place where everyone has a sense of belonging. Our team is growing rapidly and that means that we want collaborative, talented Fuellers to help us to invent The Fuel Store’s future. We will support you, nurture you, and give you the best platform to succeed.

If you think that you could add value here at The Fuel Store, please apply.

Equally, if you think your experience only meets part of the requirements, apply anyway! We’d love to review your application and if successful arrange a chat with you to find out if you could be the next Fueller!

We are also an equal opportunity employer and value diversity across the business. All applicants will be considered for employment without attention to ethnicity, race, religion, sexual orientation, gender identity, sex, family or parental status, neuro diversity or disability status, marital status, veteran status and national origin.

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Seniority level

Not Applicable

Employment type

Full‑time

Job function

Administrative, Writing/Editing, and Human Resources

Industries

Transportation, Logistics, Supply Chain and Storage and Oil and Gas