Executive Assistant

Hales Group; Bury St Edmunds; On-site; GBP 30,000 - 35,000; Full time

Job summary

Hales Group in Bury St Edmunds is seeking an experienced Executive Assistant to provide high-level support to senior leadership. The role requires a proactive, highly organised professional who can manage multiple priorities with discretion in a fast-paced environment.

The successful candidate will coordinate meetings, travel, expenses, and communications, and help implement efficient administrative processes across the business.

Qualifications

• Proven experience as an Executive Assistant or similar role supporting senior leadership.
• Excellent organisational and multitasking abilities.
• Strong communication and discretion.
• Proactive in improving administrative processes.
• Experience with travel coordination and expense management.

Responsibilities

• Provide comprehensive executive support to senior leadership, managing priorities.
• Coordinate meetings, prepare agendas, monitor actions, and ensure follow-up.
• Develop and maintain administrative systems to improve organisation.
• Manage confidential documentation and correspondence with discretion.
• Arrange domestic and international travel and logistics.
• Process and reconcile expenses accurately.
• Liaise with suppliers and service providers.
• Coordinate facilities-related activities and contracts.
• Support clear communication across leadership teams and track deadlines.
• Identify opportunities to simplify work processes.
• Handle sensitive situations with professionalism.

Skills

Executive support

Diary management

Travel coordination

Expense administration

Microsoft 365

Tools

Microsoft 365

Job description

Executive Assistant

Bury St Edmunds

Permanent

£30,000 - £35,000 per annum DOE

We are recruiting for an experienced Executive Assistant on behalf of our client, a well-established and growing business. This is a pivotal role providing high-level support to senior leadership, ensuring the smooth running of daily operations while helping to improve organisation, communication, and overall efficiency across the business. The successful candidate will be a proactive, highly organised professional who thrives in a fast-paced environment and can confidently manage multiple priorities with discretion and professionalism.

Responsibilities:

• Provide comprehensive executive support to senior leadership, managing priorities and ensuring effective day-to-day operations.
• Coordinate meetings, prepare agendas, monitor actions, and ensure timely follow-up on key business initiatives.
• Develop and maintain effective administrative systems, processes, and routines to improve organisation and efficiency.
• Manage confidential documentation, correspondence, reports, and business records with the highest level of discretion.
• Arrange domestic and international travel, including accommodation, transport, itineraries, and associated logistics.
• Process and reconcile expenses accurately and efficiently.
• Liaise with external suppliers, contractors, and service providers, ensuring high standards of service delivery.
• Coordinate facilities-related activities, including maintenance schedules, supplier management, and contract administration.
• Support clear communication across leadership teams and assist with tracking business priorities and deadlines.
• Identify opportunities to simplify or improve how work is planned, communicated, and followed through.
• Handle sensitive situations with professionalism, sound judgement, and emotional intelligence

Key Requirements:

• Proven experience as an Executive Assistant, Senior PA, or similar role supporting senior executives or leadership teams.
• Exceptional organisational skills with the ability to manage multiple priorities effectively.
• Strong communication skills, both written and verbal.
• Highly professional, discreet, and trustworthy when handling confidential information.
• Proactive approach with the confidence to work independently and anticipate business needs.
• Experience implementing or improving administrative processes and ways of working.
• Strong diary management, travel coordination, and expense administration experience.
• Comfortable liaising with external suppliers and coordinating service providers.
• Proficient in Microsoft 365 and other digital business systems.
• Experience within a manufacturing, engineering, technical, owner-managed, or SME environment would be advantageous.
• Calm, adaptable, solutions-focused, and able to work effectively in a changing business environment.