Executive Assistant

Mantis Ltd; Wilmslow; Hybrid; GBP 30,000 - 44,000; Full time

Benefits offered by this job

Health cash back plan

Holiday buy and sell scheme

EV salary sacrifice scheme

Cycle to work scheme

Regular company social events

Equal opportunities employer

Job summary

Mantis Ltd seeks an experienced Executive Assistant to the Managing Director in Wilmslow. The role protects the MD’s time by managing the diary, inbox and travel, while coordinating meetings, minutes and reporting with accuracy and discretion.

You will work closely with the MD and senior leadership, handling purchasing, expenses and supplier communications, and providing proactive support across business activities in a fast-paced environment.

Qualifications

• Demonstrated experience supporting a director or senior leader.
• Strong organisational skills with ability to manage multiple priorities.
• Discretion, trustworthiness and professional written/verbal communication.

Responsibilities

• Own the MD’s diary, inbox and travel arrangements to protect time for strategic work.
• Prepare meetings, agendas and minutes; circulate actions and track follow-ups.
• Coordinate purchasing, expenses and supplier communications on the MD’s behalf.
• Act as gatekeeper and first point of contact for the MD by phone and email.
• Provide light personal support and arrange logistics for events and meetings.

Skills

Executive support

Diary management

Stakeholder liaison

Minute-taking

MS Office/Outlook

Tools

MS Office

Outlook calendar

Job description

Executive Assistant to the Managing Director

At Mantis we are looking for someone who prides themselves on accuracy, is highly organised, trustworthy and proactive, ready to become the right hand to our Managing Director and play a key role in helping the business run smoothly at the top. This is a fast-paced role that requires juggling competing priorities and managing your time efficiently – we are looking for a high performer who works best under pressure and enjoys variety across their workload.

Established in 2018, Mantis Energy has grown into a multi-service Net Zero engineering, energy consultancy and construction business — spanning low energy building design, energy & sustainability consulting, M&E contracting, building services engineering, project & contract management, on-site construction, energy procurement and facilities management, delivered across the education, healthcare, commercial, residential, social housing and renewable energy sectors.

As our Executive Assistant to the Managing Director, you will take ownership of the diary, inbox, travel and purchasing that currently eat into the MD’s time, acting as a trusted filter and gatekeeper so that time is protected for the highest-impact work. You will become an integral part of a friendly and dynamic business based in the heart of Wilmslow town centre, working closely with the MD and senior leadership team.

This is a role built on trust, discretion and initiative. You will make sound judgement calls on the MD’s behalf, know what genuinely needs their attention versus what can be delegated, and represent them professionally in written and verbal communication.

Our MD leads in a direct, plain-spoken and outcomes-focused way, so this role suits someone with genuine resilience who takes feedback professionally, holds their ground, and is confident chasing people for answers.

WHAT WE OFFER:

• Total Compensation Package up to £44,000
• Base Salary £30,000 to £40,000 (Depending on Experience)
• 36 days Holiday (Including Public Holidays)
• 10% Overall Pension Contribution
• Comprehensive Training and Personal Development Plan
• Primarily Office-Based, with flexibility for occasional remote working once established (this role works best with in-person availability to the MD)
• Monday to Friday (Flexi Start / Finish Time)

ADDITIONAL COMPANY BENEFITS:

• Health Cash Back Plan
• Holiday Buy and Sell Scheme
• Electrical Vehicle Salary Sacrifice Scheme
• Cycle to Work Scheme
• Regular Company Funded Social Events
• We are an equal opportunities employer

THE ROLE (but not limited to):

Diary & Time Management

• Owning the MD’s diary end-to-end — proactively scheduling and protecting time for high-impact strategic work, flagging conflicts, and building in genuine focus time
• Rescheduling meetings where appropriate and proactively reminding the MD of important commitments so nothing is missed
• Building recurring strategic planning time into the diary as a fixed, protected commitment that consistently goes ahead

Inbox, Meetings & Reporting

• Triaging and organising the MD’s inbox daily, filtering out noise, drafting and sending short routine responses within agreed parameters, and managing follow-ups so nothing important is missed
• Acting as a courteous first point of contact for the MD by phone and email, and holding regular check-ins to agree what you can action directly and what needs his input
• Attending key meetings with the MD to take clear, accurate minutes, circulating these promptly with action points, and chasing owners who are behind through to completion
• Preparing meeting agendas and briefing notes in advance, and coordinating a consistent, recurring cadence of manager reporting meetings and KPI reviews so they never slip
• Scheduling and protecting the monthly cash flow and invoicing meeting with Finance, and keeping reporting templates, trackers and KPIs organised and up to date

Instructing, Chasing, Travel & Purchasing

• Turning the MD’s direction into clear written instructions for staff, contractors and suppliers, and chasing outstanding information, documents and decisions until resolved
• Negotiating routine matters (pricing, scheduling, terms) on the MD’s behalf within agreed limits, with the confidence to push back and hold people to commitments
• Introducing contacts to each other, and granting or arranging access to systems, files and accounts as instructed by the MD
• Booking and coordinating business travel, accommodation and itineraries, resolving issues as they arise
• Managing purchases, expenses and supplier orders on the MD’s behalf, researching options and making recommendations rather than simply booking the first available

Business Development, Recruitment & General Support

• Coordinating logistics for networking events, conferences and speaking engagements, and supporting bid management administratively — chasing inputs, formatting submissions and tracking deadlines
• Helping prepare materials for presentations, public speaking and business promotion activity
• Coordinating interview scheduling, candidate communication and interview packs, freeing up the MD’s time to focus on final-stage interviews and hiring decisions
• Coordinating with senior leadership, clients and external contacts on the MD’s behalf, and supporting the MD in preparing for board meetings, client meetings and key presentations
• Managing confidential information with discretion, anticipating needs ahead of time, and providing light personal support — personal travel, appointments and important dates — agreed and scoped with the MD

TO BE SUCCESSFUL, THE FOLLOWING EXPERIENCE WILL BE REQUIRED:

• Proven experience as a PA, EA or senior administrator supporting a director or senior leader
• A confident, assertive self-starter who takes ownership without needing to be chased, and a naturally consistent, reliable operator who builds routines and reporting cadences that don’t slip
• Genuine resilience and a thick skin — comfortable working with a direct, plain-spoken leader and able to take feedback and directness professionally, never personally
• Comfortable instructing, chasing and negotiating with people at all levels, and confident holding your ground when needed
• Excellent written and verbal communication skills, with the judgement to represent the MD professionally
• Strong minute-taking skills and the discipline to track actions through to completion
• Strong organisational skills and the ability to manage multiple competing priorities calmly
• Discretion and trustworthiness when handling confidential or sensitive information
• Confident use of MS Office / Outlook calendar management, with the ability to pick up new systems quickly, and a proactive, solutions-focused approach
• Full UK driving licence
• Experience supporting a Managing Director, CEO or business owner directly — this is essential; this role is not suited to someone without this experience
• Experience in construction, engineering or a professional services environment