Personal Assistant

Kingston Barnes Ltd; Poole; On-site; GBP 32,000 - 40,000; Full time

Benefits offered by this job

4.5-day working week

Job summary

Kingston Barnes Ltd in Poole, Dorset is seeking an experienced Personal Assistant to support senior executives and manage a demanding workload. You will coordinate calendars, travel and events, and act as a confident point of contact for internal and external stakeholders.

The role offers a permanent, full‑time position with a 4.5-day week, office based in Poole. You should be highly organised, discreet, proficient in Microsoft Office, and capable of handling confidential information with

Qualifications

• Experience supporting senior executives or senior management.
• Strong organisational skills with ability to prioritise multiple deadlines.
• Excellent written and verbal communication; professional relationship building.

Responsibilities

• Proactively manage calendars for senior executives and resolve diary conflicts.
• Coordinate documents requiring executive review, signature or approval, ensuring deadlines are met.
• Arrange complex domestic and international travel, including itineraries and visas.

Skills

Calendar management

Executive support

Communication

Discretion

Microsoft Office

Travel coordination

Tools

Travel booking platforms

Expense management software

Job description

Personal Assistant

Poole, Dorset | Full-Time | Permanent | Up to £40,000

The Opportunity

We are recruiting on behalf of a well-established, family-run manufacturing business based in Poole, Dorset, supplying high-quality iron components to the global automotive industry.

Key Responsibilities

• Proactively manage business and, where required, personal calendars for senior executives, resolving diary conflicts and prioritising requests.
• Coordinate documents requiring Executive review, signature or approval, ensuring deadlines are met and records are securely maintained.
• Arrange complex domestic and international travel, including flights, transfers, hotels, car parking, visas, itineraries and other local arrangements.
• Support international travel coordination across the wider business as required.
• Act as a key point of contact for external visitors, arranging transport and accommodation.
• Monitor travel plans and respond quickly to delays, cancellations and last-minute changes, providing practical solutions and clear communication.
• Coordinate key company events and meetings, including senior management reviews, long-service events and technical conferences.
• Liaise with stakeholders across the UK and internationally, as well as hotels, venues, transport providers and other suppliers, to ensure events run smoothly.
• Process and reconcile expenses, including travel-related expenditure and supporting documentation.
• Administer the Company's private medical healthcare scheme and act as the principal point of contact for employees.
• Arrange annual medical assessments for senior managers, coordinating appointments with medical providers and individuals.
• Take responsibility for the smooth and professional operation of Reception.
• Provide general office administration and wider support to the business as required.

The Candidate

We are looking for an experienced Personal Assistant, Executive Assistant or Senior Administrator who is comfortable supporting senior executives and managing a varied workload.

You will ideally have:

• Proven experience supporting senior executives or senior management.
• Excellent organisational skills, with the ability to manage multiple priorities and changing deadlines.
• Strong communication and interpersonal skills, with the confidence to build relationships at all levels.
• The ability to handle confidential and sensitive information with complete discretion and professionalism.
• Strong attention to detail and good proficiency in Microsoft Office.
• A calm, adaptable and proactive approach to problem solving.
• A flexible, hands‑on attitude and willingness to support both business and personal matters where required.
• The confidence to work independently and anticipate what senior leaders need before being asked.

What's on Offer

• Salary up to £40,000
• Permanent position
• 4.5-day working week
• Monday–Thursday: 8:00am–4:30pm
• Friday: 8:00am–12:30pm
• Office-based in Poole, Dorset
• Potential flexibility around working hours, to be discussed at interview
• Opportunity to join an established and growing international manufacturing business
• Start date: December

Occasional out-of-hours support may be required to assist with time-zone differences when senior managers are travelling.