Personal Assistant

haart Estate Agents; Colchester; Hybrid; GBP 26,000 - 29,000; Full time

Benefits offered by this job

Hybrid working

30 days annual leave

Based at Colchester Head Office

Job summary

Spicerhaart in Colchester is seeking an experienced Personal Assistant to support three Managing Directors across Lettings, Property Management and Operations. You will manage diaries, coordinate meetings, prepare reports and keep administrative systems running smoothly.

The role offers hybrid working (1 day home), a 9-5:30 pattern, and 30 days leave. Based at our Colchester head office with robust admin support across the business.

Qualifications

• Previous experience as a Personal Assistant or senior administrator supporting senior leaders.
• Outstanding organisational and time management skills.
• Excellent written and verbal communication skills.
• Advanced Microsoft Office skills.

Responsibilities

• Executive & Diary Management: Managing multiple executive diaries and coordinating meetings across three Managing Directors.
• Business Administration: Producing reports, presentations and updates for senior leadership meetings.
• People & Organisation Administration: Maintaining organisational structures and HR-related records.
• Reporting & Data Management: Producing weekly/monthly management reports and data for leadership teams.
• Travel & Event Coordination: Booking travel and coordinating leadership events.
• Financial Administration: Reconciling cards and processing expense claims.
• Business Support: Acting as central point of contact and supporting projects.

Skills

PA experience

Organisational skills

Time management

Communication skills

Independent working

Tools

Microsoft Office

Outlook

Excel

PowerPoint

Word

Job description

Job Title: PA to Managing Directors (Lettings, Property Management & Operations)

We are currently looking to recruit an experienced Personal Assistant to provide professional administrative and organisational support to the Managing Directors of Residential Lettings and Property Management & Operations.

This is a varied and fast-paced role and you will play a pivotal role in ensuring the smooth day-to-day running of the leadership teams, coordinating people administration, reporting, travel, meetings and business communications whilst acting as a trusted point of contact across the wider business.

The benefits of being a PA to Managing Directors in Colchester

• Basic salary range of £26,000 to £29,000 per year
• Hybrid working (1 day per week home working available)
• Monday to Friday working pattern (09.00 - 17.30)
• 30 Days annual leave (Including Bank Holidays)
• Based in our Head Office in Colchester

Key Responsibilities

Executive & Diary Management

• Managing multiple executive diaries, prioritising appointments and coordinating meetings across three Managing Directors.
• Organising internal and external meetings, workshops, leadership forums and meetings.
• Preparing agendas, presentations, meeting packs and supporting documentation.

Business Administration

• Producing reports, presentations and business updates for senior leadership meetings.
• Maintaining central action logs and ensuring follow-up actions are completed.
• Managing executive inboxes and responding to or redirecting enquiries where appropriate.

People & Organisation Administration

• Maintaining organisational structures, department charts and reporting lines.
• Updating personnel records relating to starters, leavers, promotions, transfers, probation outcomes and returners.
• Liaising with HR to ensure organisational changes are accurately reflected across business systems.
• Tracking probation reviews, promotions and Business Minimum Standards (BMS) reporting.

Reporting & Data Management

• Producing weekly and monthly management reports.
• Preparing performance reporting for Regional Leadership and Property Management leadership team commentary.
• Collating operational data to support business decision‑making.
• Maintaining accurate records and trackers across multiple operational functions.

Travel & Event Coordination

• Booking hotels, rail travel and accommodation for senior leaders and wider business teams.
• Coordinating management meetings, workshops and leadership events.
• Supporting the organisation of internal recognition initiatives and incentive schemes.

Financial Administration

• Reconciling company credit cards and expense claims.
• Processing receipts and ensuring expenditure is accurately recorded within required deadlines.
• Purchasing employee incentives and supporting reward and recognition programmes.

Business Support

• Acting as a central point of contact for operational and administrative enquiries.
• Maintaining distribution lists, email groups and communication channels.
• Monitoring shared inboxes and ensuring enquiries are directed promptly to the appropriate teams.
• Supporting business projects and operational initiatives as required.

Role Competencies

The successful candidate will demonstrate:

• Previous experience as a Personal Assistant or senior administrator supporting senior leaders.
• Outstanding organisational and time management skills.
• Exceptional attention to detail.
• Excellent written and verbal communication skills.
• Advanced Microsoft Office skills, particularly Outlook, Excel, PowerPoint and Word.
• The ability to manage confidential information with discretion.
• Confidence working independently in a fast-paced environment.
• The ability to prioritise multiple competing demands while maintaining exceptional accuracy.

Core Competencies

• Works well with others to create a team spirit and an enjoyable working environment.
• Delivers outstanding customer service by exceeding expectations.
• Focuses on results to deliver business success.
• Follows company standards and procedures.
• Embraces responsibility and accountability.
• Demonstrates professionalism, honesty and integrity.
• Demonstrates a thirst for development.

The Finer Details

• Legal entitlement to live and work in the UK (in accordance with the Immigration Asylum and Nationality Act 2006)
• We'll need evidence of your right to work in the UK, in the form of: Passport/Birth Certificate
• A clear copy of your valid Full UK Driving Licence

• Proof of Address
• National Insurance

At some point(s) in your application process, you may be required to interview via video call.

Our Employee Assistance Programme offers up to six sessions of support and guidance, via telephone.

Company financial commitments to annual eye tests, and glasses, are subject to the terms stated in the company Eye Test Policy.

Employee referrals are subject to the terms stated in our Employee Referral Scheme.

Holiday entitlement of 30 paid days per annum (pro-rata) includes 22 days plus 8 bank holidays, with a day in lieu given back if employee has to work on a bank holiday.

Armed Forces Covenant

Spicerhaart is a forces-friendly company offering many Estate Agency roles to those considering leaving the forces.

If you are looking for an exciting career, where you feel part of something bigger, and