Job Description

Job Title:

Personal Assistant to the Managing Director

Location:

Geomex Ltd. Red Robin Farm, Sandlin, Leigh Sinton,

Malvern. (Must be willing to relocate offices within a 12-mile radius of the current office address due to a possible office relocation).

Reports to:

Managing Director

Date:

12th May 2025

Position Summary:

The Personal Assistant (PA) to the Managing Director (MD) will provide a high-level administrative support, ensuing the smooth management of the MD's day-to-day personal and professional affairs. This role requires discretion, confidentiality, and a proactive approach to ensure the MD's time is used efficiently and effectively.

Key Responsibilities:

Personal Duties
Appointment Management

Schedule and manage personal appointments, including medical, dental, and other personal engagements.

Errands and Tasks

Handle personal errands such as banking, collecting prescriptions, and making reservations for meals and travel.

Travel Arrangements

Plan and book personal travel, including flights, accommodations and itineraries.

Event Management

Organise and manage personal events and social engagements.

Professional Duties

Diary Management

Maintain and organise the MD's business calendar, including scheduling meetings, appointments, and conferences

Correspondence.

Manage and respond to emails, phone calls, and other communications on behalf of the MD.

Meeting Preparation

Prepare agendas, attend meetings, take accurate and comprehensive minutes, and follow up on action items.

Travel Coordination

Arrange business travel and accommodation, prepare itineraries, and ensure all travel plans are seamless.

Document Management

Prepare, edit, and distribute business documents, reports, and presentations. Maintain confidential files and records.

Confidential Matters

Handle sensitive and confidential information with the utmost discretion, including financial and personnel issues.

Liaison

Act as the primary point of contact between the MD and internal/external stakeholders.

Office Management

Oversee the maintenance and organisation of the MD's office, ensuring it is a productive environment. Assist in Human Resource issues relating to the company, including monitoring holiday leave, organising recruitment and training for members of the company. Experience or ability to be able to learn SAGE software or other similar financial packages.

Project Support

Assist with special projects and initiatives as required by the MD, undertaking some research where necessary, collecting and analysing data.

Task Management

Prioritise and manage multiple tasks and projects simultaneously, ensuring deadlines are met.

Qualifications and skills:

Experience

Proven experience as a PA or Executive Assistant to senior management

Skills

Excellent organisational and time-management skills

Strong communication skills, both verbal and written

High level of discretion and confidentiality

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

Some financial knowledge would be an advantage

Must be able to drive and have a full UK driving license

Ability to manage multiple priorities and work under pressure

Strong attention to detail

Professional demeanour and appearance

Problem solving skills and ability to work independently

Working Conditions

Are you a highly organised, proactive, and discreet professional looking to support a dynamic Managing Director?

We are seeking an exceptional Personal Assistant to join our team and ensure the seamless management of the Managing Director's personal and professional affairs.

This is initially a part-time position, typically during standard business hours, but flexibility is required to accommodate the Managing Director's schedule. The individual must be able to drive and act in a strictly confidential manner since they will be handling sensitive and confidential information and material.

The individual will become part of a business team which is a structural engineering and architectural company and will undertake a key role in financial management along with organising the day-to-day activities of the Managing Director. The PA will act as a confidant and therefore must be trustworthy, organised, and reliable.

We offer a company pension and a salary circa 26-30,000 pa. (pro rata) dependent on experience.

Working 30 hours a week between the hours of 8.30am to 3.00pm with 22days annual leave (pro rata) excluding statutory holidays.

Initially part time position (30 hours a week), typically during standard business hours, but flexibility is required to accommodate the MD's schedule

Occasional travel may be necessary

Application Process

Interested candidates should submit their CV and a cover letter detailing their relevant experience and qualifications to paulsmission1966@gmail.com

Geomex Ltd is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Job Type: Part-time

Pay: 26,000.00-30,000.00 per year

Benefits:

Company pension On-site parking
Schedule:

Monday to Friday
Work Location: In person

Reference ID: Personal Assistant to the Managing Director