We are seeking a proactive and highly organized Personal Assistant to support the Managing Director in daily operations and strategic initiatives. This dynamic role requires a motivated individual who excels in managing schedules, coordinating communications, and handling administrative tasks with precision. The ideal candidate will be a detail-oriented professional with excellent organizational skills, ready to contribute to a fast-paced environment and ensure the smooth functioning of executive activities. This paid position offers an exciting opportunity to work closely with senior leadership and develop valuable administrative expertise.

Duties

- Inbox, Correspondence & Communication Management
- Monitor and organise the Managing Director’s inbox, identify and prioritise urgent or important matters, draft or coordinate responses, flag actions required and ensure correspondence is followed through to completion.
- Manage the Managing Director’s diary and schedule, prioritising competing demands, arranging appointments, protecting focus time, anticipating deadlines and ensuring his time is used effectively across both business and personal commitments.
- Meetings & Follow-Ups
- Arrange and coordinate internal and external meetings, including attendees, locations, virtual meeting links and other logistics. Prepare relevant information in advance and keep track of actions or follow-ups where required.
- Research, book and manage all business and personal travel arrangements, including flights, trains, hotels, transfers, taxis, parking and other requirements. Prepare transparent itineraries and manage amendments, cancellations and last-minute changes.
- Personal & Lifestyle Assistance
- Provide day-to-day personal support to the Managing Director, including appointments, reservations, purchases, household or family-related arrangements and other personal requirements, handling all matters with discretion.
- Events & Hospitality
- Plan and coordinate business and personal events, including venues, invitations, suppliers, catering, accommodation, transport, schedules and guest requirements,



ensuring arrangements run smoothly from planning through to completion.
- Business, Stock & Product Support
- Develop and maintain a strong understanding of the company, its products, stock, customers and internal processes. Investigate stock availability, product information and other operational queries on behalf of the Managing Director, liaising with relevant colleagues or departments where necessary.
- Customer & Order Information
- Retrieve and review customer information, including previous orders and purchasing history, to provide the Managing Director with the information needed to respond to enquiries, prepare for conversations or make informed business decisions.
- Spreadsheets, Data & Reporting
- Gather information and data from different sources and compile it into clear, accurate spreadsheets, reports and summaries. Provide the Managing Director with relevant information for meetings, customer discussions, business reviews and decision-making.
- Office Support, Purchasing & Administration
- Provide practical support to the wider office when required, including ordering office equipment, stationery and supplies, coordinating deliveries, liaising with suppliers and helping resolve general day-to-day office requirements.
- Executive Support & Delegation
- Act as a trusted point of contact for the Managing Director, understanding his priorities and helping determine what requires his direct attention and what can be dealt with, delegated or progressed on his behalf.
- Proactive Problem-Solving & Organisation
- Anticipate requirements rather than waiting for instructions. Take ownership of ad-hoc tasks, research information, coordinate with colleagues, customers and suppliers, maintain reminders and follow-ups,



and ensure matters are progressed through to completion.
- Handle confidential and sensitive business and personal information with a high degree of discretion and professionalism. Provide reliable and responsive support across the Managing Director’s professional and personal responsibilities.

Skills

- Excellent organisational skills
- Strong time management and prioritisation
- Strong attention to detail
- Ability to multitask and manage competing priorities
- Proactive and able to anticipate requirements
- Strong problem-solving skills
- Ability to use initiative and work independently
- Excellent judgement and decision-making skills
- High level of discretion and confidentiality
- Professional and trustworthy manner
- Strong Microsoft Office skills, particularly Outlook, Excel and Word
- Confident working with spreadsheets and data
- Ability to research and present information clearly
- Good commercial and business awareness
- Ability to learn and understand internal systems, products and processes
- Strong relationship and stakeholder management skills
- Confident dealing with customers, suppliers and colleagues at all levels
- Travel, accommodation and itinerary planning skills
- Meeting and event organisation skills
- Ability to remain calm and effective under pressure
- Flexible and adaptable approach to changing priorities
- Strong follow-up skills and ability to see tasks through to completion
- Resourceful and solution-focused
- Comfortable handling both business and personal responsibilities
- Willingness to develop a detailed understanding of the business and how it operates

Join us in this vital role where your organizational prowess will directly impact our executive’s success! We value energetic professionals eager to contribute their skills in a collaborative environment. This position is paid and offers a rewarding opportunity to grow your administrative expertise while supporting high-level leadership.

- 9 – 5.30 Monday - Friday
- Free parking in Ipswich Center
- Salary subject to experience (approx 30-40k)

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📌 Personal Assistant (City of Ipswich)
🏢 Adaptainer
📍 City of Ipswich