Personal Assistant

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

Role Profile: 

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

To be eligible to proceed in our recruitment process, you will need:

• 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

We will also need

• 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 where your excellent communication skills come into play every single day, then the world of property sales and lettings could be for you.

Please visit: https://www.haart.co.uk/about-us/armed-forces-covenant/ 

Equal Opportunities: At Spicerhaart, variety makes our Company DNA come to life. We love people, and what's more, we love the differences that make each person who they are, we support you and encourage those differences, to make you the best person you can be. Spicerhaart are proud to be an equal opportunity workplace and we welcome all talented individuals to apply for a career with us. We are committed to equal employment opportunity regardless of race, colour, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability or gender identity.If you have a disability or special need that requires accommodation, please let our Talent Team know and we will be happy to assist to the best of our ability – regardless of how small or large your requirement may be.To All Recruitment Agencies: Spicerhaart does not accept speculative agency CVs. Please do not forward CVs to the Talent Team, Spicerhaart employees or any other company location. Spicerhaart is not responsible for any fees related to unsolicited CVs received from external recruitment sources through our Preferred Suppliers List or otherwise.Privacy Policy: We process any information you provide in accordance with our Privacy Policy which is available on the Spicerhaart website: https://www.spicerhaart.co.uk/about-us/our-people/staff-privacy-policy/