The Role

To provide high level executive support to the Group Managing Director, ensuring the efficient management of their business and personal commitments, while also providing support to the Finance Director and Managing Directors as required. The role requires exceptional organisational skills, discretion, initiative and the ability to manage multiple complex and often competing priorities. The Personal Assistant will act as a trusted partner, proactively solving problems, managing communications and helping maximise executive effectiveness across the Group.

Duties/Responsibilities

PEOPLE

• Build effective working relationships across all areas of the business.
• Provide support to the Group Managing Director, Finance Director and Managing Directors in the coordination of key business activities.
• Assist with the preparation, distribution and follow-up of leadership communications.
• Support the coordination of meetings, presentations, conferences and company events.
• Demonstrate discretion and professionalism when dealing with confidential people-related matters.
• Promote company values, wellbeing initiatives and positive working relationships throughout the business.

EXCELLENCE

• Proactively manage complex diaries, travel arrangements, meetings and competing priorities.
• Anticipate the needs of the Group Managing Director and take ownership of actions before issues arise.
• Prepare reports, presentations, board papers and executive summaries to a high professional standard.
• Coordinate leadership meetings, taking minutes and ensuring actions are tracked to completion.
• Identify opportunities to improve administrative efficiency through technology and process improvement.
• Support business projects and initiatives as required.
• Demonstrate strong problem-solving skills and the ability to make informed decisions within delegated authority.
• Continually seek opportunities to improve systems, processes and ways of working.

CUSTOMER

• Act as a professional ambassador for the Bethell Group and the office of the Group Managing Director at all times.
• Develop and maintain effective relationships with clients, suppliers, stakeholders and colleagues.
• Manage and coordinate executive meetings, events and business engagements.
• Ensure visitors, customers and stakeholders receive a professional and welcoming experience.
• Handle sensitive enquiries efficiently, ensuring appropriate actions and responses are delivered in a timely manner.

INTEGRITY

• Handle highly confidential business and personal information with absolute discretion.
• Manage email triage for the Group Managing Director, proactively identifying priorities, drafting responses and ensuring actions are completed.
• Support the Group Managing Director with personal administration and commitments outside of the business where required.
• Maintain accurate records, correspondence and documentation.
• Promote fairness, inclusion and respect in all working practices.
• Maintain the highest standards of professional conduct and behaviour consistent with company values.
• Exercise sound judgement and escalate matters appropriately.

SAFETY

• Ensure duty of care is demonstrated and take appropriate action to comply with health and safety requirements at all times.
• Engage and take part in the hazard spotting process.
• Promote health and wellbeing of yourself and others around you.
• Support executives in ensuring business-critical activities are planned and coordinated safely.

SUSTAINABLE

• Promote efficient working practices and the effective use of company resources.
• Support digitalisation and reduction of paper-based processes.
• Encourage environmentally responsible working practices across administrative activities.
• Consider sustainability and value for money when coordinating travel, events and procurement activities.

Qualifications and Experience Require:

Essential

• HNC or equivalent qualification in a business-related discipline.
• Significant experience in an Executive Assistant, Personal Assistant or senior administrative role supporting executive-level leaders.
• Experience managing complex diaries, competing priorities and confidential information.
• Experience preparing professional reports, presentations and management documentation.
• Experience working across multiple stakeholders and departments.

Desirable

• Degree in a Business, Management or related discipline.
• Experience supporting Board-level or Group-level executives.
• Experience within a multi-company or group business environment.

Skills and knowledge

• Advanced Microsoft Office 365 skills including Outlook, Word, Excel, PowerPoint and Teams.
• Strong understanding of digital collaboration and productivity tools.
• Highly organised with excellent attention to detail.
• Exceptional written and verbal communication skills.
• Strong problem-solving and decision-making capabilities.
• Ability to prioritise a varied and demanding workload effectively.
• Experience of diary management, travel arrangements and meeting coordination.
• Ability to draft professional correspondence on behalf of senior executives.
• Strong stakeholder management and relationship-building skills.
• Ability to exercise judgement, discretion and confidentiality at all times.
• Excellent minute taking and action tracking skills.
• Technology savvy with the ability to adopt and promote new digital solutions.