Executive Assistant (12 month FTC)

Procentia; Bristol; On-site; GBP 30,000 - 45,000; Full time

Job summary

A leading software company based in Bristol is seeking an Executive Assistant to support its Senior Management Team. This role involves managing complex schedules, coordinating meetings, and handling sensitive information. The ideal candidate will have proven experience supporting senior leaders, exceptional organizational and communication skills, and the ability to thrive in a fast-paced environment. Competitive benefits include 25 days holiday and private medical insurance.

Benefits

25 days holiday increasing with length of service

5% employer contribution pension

Private medical insurance

Volunteer day

Employee assistance programme (EAP)

Qualifications

• Experience in a fast-paced, dynamic environment.
• Ability to prioritize and manage multiple tasks.
• Confidentiality and integrity in handling sensitive information.

Responsibilities

• Act as the point of contact among executives, employees, and clients.
• Manage executives’ calendars and set up meetings.
• Coordinate off-site meetings and events for the SMT.

Skills

Proven Executive Assistant experience supporting senior leaders

Exceptional organisational skills

Excellent communication skills

High level of discretion and confidentiality

Proactive problem-solving skills

Strong attention to detail

Advanced proficiency in Microsoft Office 365

Event coordination expertise

Adaptability and resilience

Professional presence and interpersonal skills

Tools

Microsoft Office 365

Online collaboration tools

Job description

About us

Procentia is an award‑winning software and technology company specialising in the Pensions and Bulk Purchase Annuities market. We design intelligent solutions that put administrators and members at the heart of any pension scheme.

Established in 2002, we’re renowned for our web‑based pensions administration and management system, IntelliPen. Our platform helps clients meet the demand for self‑serve technology and provide meaningful consumer‑like experiences expected from online platforms.

Trusted by administrators, employers and trustees, our software is widely regarded as the most comprehensive and feature‑rich platform for modern pensions management.

IntelliPen comprises a suite of integrated modular systems that streamline processes from new member registration to online self‑serve retirement, and enables collaboration on the same workflows. It delivers up to 90% time and cost efficiencies by automating member retirements, validation, benefit calculations, reporting and pensioner payroll.

With offices in the UK and North America, we support some of the largest pension schemes and plans across the private and public sectors.

We’ve been named “Pension Technology Firm of the Year 2024” at the Pensions Age Awards, and voted “No.1 UK Pension Administration Software Provider” in 2022 and 2023.

Procentia People are a community of passionate specialists dedicated to developing best‑in‑class software solutions and client service. We’re a vibrant assortment, everyone is welcome here.

We’re proud of our welcoming and open culture, and our values. They’re not just words on paper – we’re dedicated to living them every day!

The job:

This is a pivotal role in supporting the effectiveness and efficiency of Procentia’s Senior Management Team (SMT).

As the Executive Assistant, you will act as a trusted partner, ensuring our senior leaders are well‑prepared, informed and able to focus on driving the business forward. You will be a professional representative of Procentia, fostering positive engagement with internal and external stakeholders, including clients, partners, and colleagues.

In this role, you will draw on your proven Executive Assistant expertise to anticipate needs, manage complex schedules, coordinate meetings and events, and handle sensitive information with absolute discretion. You will be instrumental in streamlining processes, improving communication flows, and enabling the SMT to operate at their highest level.

The successful Executive Assistant will provide high‑level administrative and organisational support to the SMT, manage communication on behalf of the SMT, draft correspondence, and ensure timely follow‑up on actions and act as a central point of contact for senior‑level enquiries, ensuring a professional and efficient response. You will support the delivery of key business projects and strategic priorities, maintain confidentiality at all times and handle sensitive matters with professionalism and tact, and assist with internal and external events, ensuring exceptional execution and stakeholder experience. This role will also contribute to Procentia’s corporate social responsibility and environmental initiatives, supporting alignment with wider group goals.

You will thrive in a fast‑paced environment, managing multiple priorities with precision, and have a track record of enabling senior leaders to work more effectively. You are proactive, adaptable, and committed to delivering excellence in every interaction.

Executive Assistant duties:

• Act as the point of contact among executives, employees, clients and other external partners
• Manage information flow in a timely and accurate manner
• Manage executives’ calendars and set up meetings
• Manage executives’ email inboxes during absence
• Format information for internal and external communication – memos, emails, presentations, reports
• Take minutes during meetings & record actions
• Make travel and accommodation arrangements
• Coordinate off‑site meetings & events for the SMT
• Work with the EA/PA teams at Brightwell to ensure smooth running of meetings between organisations
• Credit card reconciliation for you & CEO for any spend

Key skills and experience

• Proven Executive Assistant experience supporting senior leaders or C‑suite executives in a fast‑paced, dynamic environment
• Exceptional organisational skills with the ability to prioritise, manage multiple tasks, and meet tight deadlines
• Excellent communication skills—both written and verbal—with the ability to engage confidently and professionally at all levels
• High level of discretion and confidentiality, with sound judgement and integrity in handling sensitive information
• Proactive problem‑solving skills, with the initiative to anticipate needs and act independently
• Strong attention to detail combined with the ability to see the bigger picture in supporting business priorities
• Advanced proficiency in Microsoft Office 365 (Outlook, Word, Excel, PowerPoint) and experience with online collaboration tools
• Event coordination and meeting preparation expertise, including managing agendas, minutes, and follow‑up actions
• Adaptability and resilience, with the ability to work under pressure and adjust priorities as situations change
• Professional presence and interpersonal skills to build trusted relationships internally and externally
• Experience organising corporate events, conferences, or client engagement activities

Benefits

• 25 days holiday (plus public holidays) increasing with length of service up to a maximum of 28 days, with carry‑over of up to 1 week
• Buying and selling holiday (up to 1 week)
• Volunteer day
• 5% employer contribution pension
• Life assurance
• Private medical insurance
• Employee assistance programme (EAP)
• Health‑care cash plan
• Tusker – electric car leasing scheme
• And many more…