Executive Personal Assistant

We are looking for a proactive, highly organised Personal Assistant to support the Managing Director and wider Global Executive team. Based at our Head Office in Wimborne, this full-time role offers hybrid working, with three required office days per week.

As PA to the Managing Director, you will help ensure the smooth running of the Managing Director’s office, protecting time for key priorities and providing professional, confidential support to the wider Executive team. Combining sound judgement with excellent organisation, you will anticipate needs, coordinate meetings and communications, and ensure actions are followed through. You will also use company-approved AI and digital tools to reduce routine administration, improve the quality and speed of preparation, and create more efficient ways of working.

Role responsibilities and requirements

• Coordinate key business meetings from planning through to follow-up, ensuring clear agendas, appropriate attendance and timely circulation of materials.
• Proactively organise meetings across busy diaries and time zones, confirming availability and resolving clashes promptly.
• Manage meeting rooms, Teams links, screens and international dial-in facilities so meetings run smoothly.
• Prepare concise briefing materials and relevant background information for the Managing Director and other Directors where appropriate, allowing adequate reading time and arranging pre-meetings as needed.
• Capture and circulate accurate meeting notes, decisions and actions; maintain action trackers, prompt owners and flag overdue items or emerging issues.
• Manage the Managing Director’s diary against business priorities, protecting preparation and focus time and anticipating upcoming commitments using Outlook, Teams, OneNote and other approved organisational tools.
• Manage expense claims, purchase orders and foreign currency requirements; check team expenses against policy and coordinate approvals within company procedures and delegated authority.
• Arrange UK and international travel and accommodation for the Managing Director, preparing clear itineraries and managing changes, costs and practical requirements.
• Project-manage events and conferences, including venue research, supplier coordination, cost negotiation and agreement of terms within approved budgets and authority.
• Coordinate accessible, well-organised in-person, remote and hybrid meetings and events for UK and international teams, liaising with technical support as required.
• Proactively triage the Managing Director’s calls and emails as agreed, highlighting priorities, drafting responses and ensuring timely follow-up with discretion.
• Coordinate and issue Monthly Business Performance Packs and materials for Executive meetings, Leadership group events and global company briefings, maintaining deadlines, version control and confidentiality.
• Welcome on-site visitors, arrange hospitality and ensure Head Office supplies are available, coordinating with colleagues as appropriate.
• Use company-approved AI tools, such as Microsoft 365 Copilot where available, to summarise authorised documents and email threads, prepare meeting briefs and create first drafts of presentations. Review and refine all outputs for accuracy, completeness, tone and relevance before use.
• Use approved meeting transcription and AI-assisted notes only where permitted and with required participant notification or consent; verify decisions, action owners and deadlines before circulation.
• Identify and implement practical improvements to recurring administration through templates, shared trackers and approved automation; monitor time saved, turnaround times and quality, and share effective approaches with colleagues.
• Protect confidential, personal and commercially sensitive information when using AI and digital tools. Follow company policies, access permissions and data protection requirements; never enter restricted information into unapproved tools, and retain human oversight of communications, approvals and decisions.

Skills, experience and attributes

• Strong Microsoft 365 skills, particularly Outlook, Word, Excel, PowerPoint, Teams, OneNote and SharePoint, with confidence learning new digital tools.
• Proven PA experience supporting a Managing Director or C-suite executive, including complex diary management and handling confidential information.
• Exceptional organisation and prioritisation, with the ability to balance competing demands, changing schedules and tight deadlines.
• A proactive, solutions-focused approach: able to anticipate needs, use initiative, resolve practical issues and recognise when to escalate.
• Sound judgement, discretion and integrity, with a conscientious approach to sensitive information and senior-level support.
• Ability to build strong, effective relationships across the business and with external contacts.
• Excellent written and verbal communication, with the confidence and diplomacy to liaise with senior stakeholders, clarify priorities and follow up actions constructively.
• Strong attention to detail and the ability to produce accurate, well-presented work at pace, checking source information and reviewing AI-generated content critically.
• Experience coordinating multiple projects, events and administrative workstreams, with the curiosity to understand business priorities and improve ways of working.
• A friendly, adaptable and professional approach, remaining calm and responsive as priorities change.
• Confidence using, or a demonstrable willingness to learn, approved AI assistants and workflow automation, including writing clear prompts, validating outputs and understanding confidentiality and data protection boundaries. Practical experience improving administrative efficiency with these tools is desirable.

What you can expect from us

• 25 days’ annual leave (increasing with length of service) plus bank holidays
• Annual salary reviews, based on individual performance
• Enhanced Maternity and Paternity pay
• Generous staff discount on F&B products
• Access to our retail discounts platform
• Employee Assistance Programme with 24/7 support
• Health Cash Plan
• Company Sick Pay
• Group Pension Scheme, matched by F&B
• Life Assurance
• Refer a Friend scheme
• Cycle to Work scheme
• Season Ticket Loans for travel