Personal Assistant

MAT Foundry Group; Poole; On-site; GBP 30,000 - 52,000; Full time

Job summary

MAT Foundry Group is seeking an experienced Personal Assistant to provide proactive organisational and administrative support to senior members of the Board, with a focus on the Managing Director and President. The role is based at Head Office in Dorset and involves managing calendars, travel, events, and confidential information.

You will coordinate documents, arrange complex UK and international travel, support travel for the wider group, handle expenses, and maintain a professional reception.

Qualifications

• Proven experience supporting senior executives.
• Excellent organisational skills and ability to manage multiple priorities.
• Strong communication and relationship-building abilities.
• Discretion handling confidential information with professionalism.
• Proficient in Microsoft Office suite.
• Flexible and proactive with a hands-on approach.

Responsibilities

• Manage executives' calendars and prioritise requests.
• Coordinate documents for executive review and secure records.
• Arrange complex domestic and international travel with itineraries.
• Support travel coordination across the group.
• Arrange transport/accommodation for UK-based visitors.
• Monitor travel delays and provide proactive solutions.
• Coordinate events and meetings with global stakeholders.
• Process and reconcile expenses with supporting docs.
• Administer private medical scheme and employee contact point.
• Oversee reception and general office administration.

Skills

Executive support

Time management

Communication

Discretion

Microsoft Office

Adaptable

Job description

MAT Foundry Group is seeking an experienced Personal Assistant to provide proactive organisational and administrative support to senior members of the Board, with a particular focus on the Managing Director and President.

MAT Foundry Group is a family-run manufacturer of iron components for the global automotive industry. We are looking for someone who will become a trusted part of the existing team, build strong working relationships and confidently manage competing priorities to help ensure the smooth and efficient operation of the business.

Key Responsibilities

• Manage business (and sometimes) personal calendars for the executives proactively resolving conflicts and prioritising requests
• Co-ordinate documents requiring Executive review, signature or approval, ensuring timely completion and secure record-keeping
• Arrange complex domestic and international travel for those travelling from UK. This may include flights, transfers, hotel accommodation, car parking, visas, detailed itineraries and other local arrangements
• Support international travel coordination across the wider MAT Foundry Group as required.
• Be the key contact and arrange transport/accommodation for external visitors to the UK Head Office
• Monitor travel plans and respond promptly to delays cancellations or last minute changes providing practical solutions and clear communication throughout.
• Manage and co-ordinate key events/meetings – 6 month senior management reviews, 18 club long service dinner, Technical conferences etc. This will include liaison with all stakeholders (globally), hotel/venue reservations/requirements, transport and other such arrangements as required to help make the event run smoothly and successfully.
• Process and reconcile expenses, including travel-related expenditure and supporting documentation.
• Administration of the Company’s private medical healthcare scheme, acting as the principal point of contact for employees.
• Arrange annual medical assessments for senior managers, coordinating appointments directly with medical providers and individuals concerned.
• Responsible for the smooth and professional operation of the Reception.
• General office administration, supporting where required.

Key skills and experience required

• Proven experience supporting senior executives.
• Excellent organisational skills with the ability to manage multiple priorities and changing deadlines
• Excellent communication and interpersonal skills – able to build relationships at all levels
• The ability to handle confidential and sensitive information with complete discretion and professionalism • Strong attention to detail and proficient in Microsoft Office
• The ability to remain calm and be adaptable with a proactive attitude
• A flexible, hands on approach willing to support both business and personal matters as required

Role is office based at Head Office Eurac Poole Ltd – Dorset

Hours: Mon to Thurs 8am-4.30pm and Fri 8am-12.30pm.

There may be the flexibility to adjust these hours if required and can be discussed further at interview.

Occasional out of hours support may be required to assist covering time zone differences while senior managers are travelling.