Personal Assistant & Office Coordinator

QBS Software; England; On-site; GBP 35,000 - 45,000; Full time

Job summary

A leading software delivery company in Alderley Edge is seeking a Personal Assistant & Office Coordinator. This full-time position requires 3–5 years of experience and advanced proficiency in Microsoft 365, particularly PowerPoint. Key responsibilities include managing the CEO's diary, overseeing office management, and coordinating travel logistics. The ideal candidate will possess exceptional communication skills, a proactive approach, and a strong attention to detail, supporting the CEO and executive team effectively.

Benefits

Private Medical Insurance

Competitive pension scheme

23 days annual leave plus public holidays

Comprehensive training and mentoring

Qualifications

• 3–5 years of experience in a Personal Assistant or Office Management role.
• Advanced proficiency in Microsoft 365, especially PowerPoint.
• Fast and accurate typing with exceptional attention to detail.

Responsibilities

• Manage and triage the CEO’s inbox, drafting quality correspondence.
• Oversee complex diary management and coordinate schedules.
• Provide admin support to the Programme Manager and Executive Manager.

Skills

Microsoft 365 proficiency

Communication skills

Attention to detail

Diary management

Relationship-building

Job description

Founded in 1987, QBS Software is a world-class software delivery platform supporting more than 100,000 enterprise customers across EMEA. Operating at the forefront of enterprise software delivery. QBS is a high-growth organisation recognised for its innovation, performance, and purpose-driven culture.

QBS is proudly B Corp accredited and independently certified by Planet Mark as net carbon neutral. Our commitment to excellence has been recognised through multiple prestigious accolades, including :

• Deloitte UK Best Managed Companies 2025 – for outstanding strategy, culture, and financial performance
• CEO of the Year 2024 – awarded to Dave Stevinson for visionary leadership and transformation
• Sunday Times HSBC International Track 200 – consistently recognised as one of the UK’s fastest-growing private companies

Guided by our ethos, “Where great people work together,” QBS fosters an inclusive, high-performance environment reflective of the global technology landscape.

Role Overview

We are seeking an accomplished Personal Assistant & Office Coordinator (3–5 years’ experience) to join the Office of the CEO at our Alderley Edge headquarters. This is a full-time, office-based role providing high-calibre, confidential support to the CEO, alongside close collaboration with the Programme Manager and Executive Manager within the CEO Office.

The successful candidate will act as the operational linchpin of the executive environment, seamlessly balancing strategic business support, lifestyle and logistics management, and the impeccable day-to-day running of the CEO’s office.

As a PA & Office Coordinator at our Alderley Edge Office you will have the following key responsibilities :

Executive & Programme Support

• Act as a digital gatekeeper, managing and triaging the CEO’s inbox, drafting high-quality correspondence that reflects executive tone and intent.
• Oversee complex diary management, coordinating business and personal schedules with foresight and precision, including 6–12 month forward planning.
• Provide administrative and coordination support to the Programme Manager and Executive Manager to facilitate the successful delivery of group-wide initiatives.
• Prepare executive briefing packs, research summaries, and polished presentations to support senior-level decision-making.

Office Management & Executive Hospitality

• Maintain the Office of the CEO to an exceptional standard at all times, ensuring a professional and welcoming environment.
• Proactively manage office inventory, including stationery, refreshments, and executive provisions.
• Serve as a professional and personable front-of-house representative, hosting senior stakeholders and guests with warmth, discretion, and attention to detail.

Lifestyle & Logistics Management

• Manage the CEO’s personal administration and private affairs with absolute discretion, trust, and professionalism.
• Coordinate complex domestic and international travel, including itineraries, visas, accommodation, and ground transportation.
• Often involved in out-of-hours support, and hence there is a degree of flexibility required.

Candidate Profile

• A genuine “no task too small” mindset, taking pride in both strategic deliverables and operational excellence.
• A proactive, solution-oriented approach, anticipating needs and resolving issues before they arise.
• A calm, positive, and composed demeanour, even in high-pressure environments.
• Exceptional communication skills, with the ability to mirror executive tone, vocabulary, and professionalism.
• A natural aptitude for hospitality and relationship-building, ensuring a premium experience for all stakeholders.

Skills & Experience

• 3–5 years’ experience in a Personal Assistant or Office Management role, ideally within technology or professional services.
• Advanced proficiency in Microsoft 365 (Outlook, Word, PowerPoint, Excel) with a specific focus and skillset in PowerPoint is highly desirable.
• Fast, accurate typing with exceptional attention to detail.
• Proof of experience in senior-level guest management or corporate hospitality.

Personal Attributes

• Positive, caring, and supportive in approach
• Highly proactive, anticipatory, and responsive
• Curious, eager to learn, and committed to continuous improvement
• Articulate, thoughtful, and emotionally intelligentDiscreet, trusted, loyal, and diplomatically protective of executive’s time and priorities
• Highly organised, structured, accurate, and delivery-focused
• Fundamentally motivated by enabling the executives to operate at their highest effectiveness

Benefits

• Health & Wellbeing : Private Medical Insurance, healthcare scheme, and Cycle to Work initiative
• Financial Security : Competitive contributory pension scheme and Life Cover
• Lifestyle : Online retail discounts and 23 days’ annual leave plus public holidays
• Career Development : Comprehensive training, mentoring, and clear progression opportunities