Executive Personal Assistant

Obscurant Recruitment Solutions Ltd; England; On-site; GBP 35,000 - 40,000; Full time

Benefits offered by this job

33 days holidays

Pension

Health cash plan

Life assurance

Free parking

Job summary

Obscurant Recruitment Solutions Ltd is seeking an experienced Executive Personal Assistant based in Poole to support the Managing Director and senior team. The role requires exceptional organisation, discretion and the ability to manage multiple priorities with accuracy.

Key duties include calendar management, complex travel planning, event coordination, expense processing and liaison with global stakeholders.

Qualifications

• Experience supporting senior executives.
• Excellent organisational skills with the ability to manage competing priorities and deadlines.
• Excellent communication and interpersonal skills.
• Discretion and professionalism handling confidential information.
• Proficiency in Microsoft Office.
• Calm, adaptable and proactive approach.
• Flexible, hands-on attitude to support both business and personal matters.

Responsibilities

• Manage executives' business and personal calendars, prioritising requests.
• Prepare, review and file documents requiring executive approval.
• Coordinate complex domestic and international travel, including itineraries and visas.
• Plan and coordinate meetings, events and annual reviews.
• Process and reconcile expenses and supporting records.
• Coordinate with internal and external stakeholders and support office administration.

Skills

Executive support

Organisational skills

Communication skills

Discretion

Microsoft Office

Proactive

Flexibility

Tools

Microsoft Office

Job description

Executive Personal Assistant - based Poole

Basic salary £35,000 to £40,000 depending on experience, plus 33 days holidays, increases with service, pension, health cash plan, life assurance, free parking.

Monday to Thursday 8am to 4.30pm and Friday 8am to 12.30pm, there may be some flexibility to adjust these hours, to be discussed further at interview. Occasional out-of-hours support may be required to accommodate time-zone differences while senior managers are travelling.

My client is looking for an experienced, proactive Executive Personal Assistant to support the Managing Director and senior executive team. The ideal candidate will be highly organised, detail-focused, and able to manage multiple priorities, with strong general IT skills.

Candidate Skills and Experience

• Proven experience supporting senior executives.
• Excellent organisational skills, with the ability to manage competing priorities and changing deadlines.
• Excellent communication and interpersonal skills, with the ability to build effective relationships at all levels.
• The discretion and professionalism to handle confidential and sensitive information appropriately.
• Strong attention to detail and proficiency in Microsoft Office.
• A calm, adaptable and proactive approach.
• A flexible, hands‑on attitude and willingness to support both business and personal matters as required.

Key Responsibilities

Executive and Document Support

• Manage the executives' business and, where required, personal calendars, proactively resolving conflicts and prioritising requests.
• Manage documents requiring executive review, signature, or approval, ensuring they are completed promptly and stored securely.

Travel and Visitor Coordination

• Arrange complex domestic and international travel for colleagues travelling from the UK, including flights, transfers, accommodation, parking, visas, detailed itineraries, and local arrangements.
• Coordinate international travel across the group when required.
• Act as the main contact for external visitors to the UK Head Office, arranging transport and accommodation as needed.
• Track travel arrangements and respond quickly to delays, cancellations and last‑minute changes, offering practical solutions and timely updates.

Events, Expenses and Employee Support

• Plan and coordinate key meetings and events, including six‑monthly senior management reviews.
• Organise long‑service award dinners and technical conferences.
• Work with global stakeholders and coordinate venues, accommodation, transport, and other logistics to ensure events run smoothly.
• Process and reconcile expenses, including travel costs and supporting records.
• Manage the company's private medical scheme and serve as the main contact for employees.
• Organise annual medical assessments for senior managers, coordinating appointments with the relevant providers and individuals.

Reception and Office Administration

• Ensure the reception area operates smoothly and professionally.
• Provide general administrative and wider office support as needed