Job Title: Personal Assistant to Commercial Director
Location: In Person – PE25 3SJ, Skegness.
Reporting to: Commercial Director
Hours: Full time. 9am to 5.30pm, Monday to Friday
Contract: Permanent
Salary: Competitive. Dependent on experience

SKILLS AND EXPERIENCE

• A minimum of 3 years recent experience as a Personal Assistant or Executive Assistant.
• Proven experience with minute-taking, including accurately recording, issuing, and following up on meeting action items.
• Ability to multi-task with the ability to adapt quickly to changing priorities.
• Confident with excellent communication skills, written and verbal, and capable of interacting with Board Members and Senior Stakeholders.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant tools.
• Meticulous attention to detail and accuracy.
• Proactive and solution-orientated approach to problem solving, with the ability to take initiative and work autonomously.
• Be flexible and adaptable to shifting priorities in a fast-paced environment.

JOB PURPOSE

We are seeking a highly organised and proactive Personal Assistant to support the Commercial Director in a dynamic and fast-paced environment. The ideal candidate will possess strong clerical and administrative skills, with proven experience in a similar role and demonstrate strong capabilities in schedule management, meeting coordination, and handling time-sensitive responsibilities.
This role is pivotal in optimising the Directors time through exceptional organisation, clear communication, and close attention to detail. Maintaining the highest standards of confidentiality and professionalism is essential.
A key aspect of the role includes regular minute-taking and a variety of administrative duties. As such, the successful candidate must be confident and proficient with computers, typing, and digital tools, ensuring they can manage tasks efficiently in a fast-paced, tech-driven environment.

DUTIES

Administrative Support:

• Manage and maintain the Director’s calendar, scheduling meetings and appointments.
• Assist in preparing letters, reports, presentations, tenders and other documents as required.
• Manage office resources, including maintaining adequate supplies, coordinating with vendors, handling equipment maintenance and ensuring a well-organised and efficient office environment.
• Providing regular updates on priority tasks, tracking deadlines and following up on outstanding actions as needed.
• Maintain electronic filing systems and ensure all documents are stored in an organised and accessible manner.

Scheduling and coordinating meetings and appointments for the Directors

• Preparation of agendas for internal and external meetings.
• Distributing relevant documents in a timely manner.
• Accurately recording meeting minutes and following up on action items in a timely manner.
• Demonstrate a high level of initiative, anticipating needs and resolving issues before they escalate.
• Create and manage task lists or action trackers, proactively reminding the Director(s) of deliverables.

Meeting and Event Coordination:

• Assist with the coordination of company events, both internal and external, as required.
• Arrange travel for the Company Directors and staff, including preparing travel itineraries, accommodation and managing required logistics.

Communication:

• Acting as the primary point of contact between the Director and internal/external parties.
• Drafting and editing emails, letters or other communication on behalf of the Director’s, ensuring effective communication flow within the company.
• Screen and manage incoming calls, emails and correspondence, prioritising and delegating as necessary.

Confidentiality:

• Handling confidential information with the highest level of discretion and professionalism.
• Maintaining confidential documents and files.