Executive Personal Assistant to the Managing Director

Job SRole details

Title: Executive Personal Assistant to the Managing Director
Reports to: Managing Director
Employment: Permanent, full\-time (proposed)
Hours: 40 paid working hours per week; normally 8\.30am–5pm Monday–Friday, with a 30\-minute unpaid lunch break each day; occasional paid overtime
Pay: Proposed £17–£18 per hour, depending on relevant experience
Base: Knaresborough, with an upcoming Head Office move to Blubberhouses, west of Harrogate anticipated in the next 6\-8 months.
Travel: Occasional UK business travel; exceptional overnight stays

Purpose of the role

To help the Managing Director use his time effectively by creating structure around his diary, communications and priorities. The PA will act as a trusted first point of contact between the MD, workforce, managers and clients, ensuring requests reach the right person, urgent issues receive attention and agreed actions are completed. As their understanding of CCS develops, they will anticipate needs, identify practical solutions and take ownership of appropriate matters within agreed authority.

Key responsibilities

· Take proactive ownership of the MD’s diary, balancing strategic work, operational demands, client commitments and travel; protect preparation and focused working time.

· Review incoming requests, calls and correspondence, establish urgency and the outcome needed, and route matters to the appropriate manager or arrange MD involvement.

· Challenge scheduling requests tactfully, resolve clashes and negotiate realistic timescales without losing important business priorities.

· Manage agreed inboxes and communications, draft responses, obtain missing information and keep the MD briefed on matters requiring his decision.

· Maintain a clear daily and weekly priorities list, flag deadlines and risks early, and present concise updates with practical options.

· Prepare agendas, meeting papers and briefings; attend relevant meetings, record decisions and actions, and follow up with responsible colleagues.

· Coordinate UK travel, meetings and, where exceptionally required, accommodation, allowing realistic travel and rest time.

· Build professional working relationships with directors, managers, office colleagues, field teams, clients and suppliers.

· Handle business, personnel and commercial information with discretion, maintain accurate records and respect access restrictions.

· Support administrative projects and improve systems for information flow, reminders, document management and follow\-through.

· Learn CCS’s services, workforce structure and client commitments so that advice, prioritisation and problem solving become increasingly informed.

Authority and escalation

The MD will visibly support the PA’s authority to manage access, schedule commitments, request information and follow up actions. The PA may resolve or redirect routine requests within agreed boundaries. Commercial commitments, employment decisions and other reserved matters remain with authorised managers or directors. Urgent safety incidents, serious client issues and other agreed critical matters must have a prompt escalation route. Staff retain access to the appropriate HR, grievance, whistleblowing and emergency reporting channels.

Essential experience and capabilities

· A minimum of five years’ relevant experience as a PA or Executive Assistant supporting a managing director, business owner or comparable senior leader.

· Strong organisation and prioritisation, with evidence of managing complex diaries and competing demands in a busy business.

· Confident, tactful communication: able to ask questions, obtain clear information, challenge requests constructively and manage expectations.

· Sound judgement, initiative and a practical approach to solving problems; able to recognise when a matter needs escalation.

· Strong administration, accurate written communication and reliable follow\-through.

· An understanding of business priorities, staff relationships and the importance of professional client service.

· Discretion, integrity and experience handling sensitive information.

· Confidence using digital diary, email, document and task\-management systems, with the ability to learn CCS systems.

· Ability to work from the current and planned office locations and undertake occasional UK travel, longer working days and exceptional overnight stays, with appropriate arrangements.

Desirable experience

· Experience in a growing, owner\-managed business or one undergoing organisational change.

· Experience in a business with a national workforce, field operations or multiple client sites.

· Experience improving executive support processes and tracking actions across departments.

· Confidence using Microsoft 365 or comparable business software.

Working pattern and travel

Normal working hours are 8\.30am–5pm, Monday to Friday, with a 30\-minute unpaid lunch break each day, giving 40 paid working hours per week. Occasional early starts, later finishes or longer travel days may be required. Additional weekday hours outside the night\-time period are paid at the normal hourly rate. Although very unlikely, hours worked between 9pm and 5am or at weekends are paid at 1\.1 times the normal hourly rate. This is not an expectation of continuous availability. The usual travel preference is to return home the same day where practical, with overnight business accommodation only exceptionally required. Journeys and working hours must be planned sensibly, with adequate rest and safe travel arrangements.

Holiday entitlement

The holiday year runs from 1 April to 31 March. Annual holiday entitlement is 5\.6 weeks, subject to a maximum of 28 days, inclusive of recognised public holidays. For this full\-time, five\-day\-per\-week role, this is 28 days in a complete holiday year, including recognised public holidays. Part\-time entitlement is calculated and applied on a pro\-rata basis.

What success looks like

· The MD has a realistic diary, clear priorities and protected time for important work.

· Routine requests reach the appropriate manager, while genuinely urgent matters are escalated promptly.

· Meeting papers and relevant information are ready in time for decisions.

· Actions have named owners and deadlines, with overdue matters followed up.

· Staff and clients experience professional, responsive communication.

· The PA progressively anticipates needs and recommends useful improvements as their knowledge of CCS grows.

Suggested first three months

Month 1: Understand CCS, agree access and escalation rules, establish diary and communication routines. Month 2: Own the agreed diary and request\-management process, introduce reliable action tracking and travel planning. Month 3: Review the impact with the MD, refine working arrangements and identify further opportunities to reduce avoidable demands on his time.

2\. Indeed advert — copy\-ready draftExecutive Personal Assistant to the Managing Director

CCS Group \| Knaresborough, moving to Blubberhouses, west of Harrogate
£17–£18 per hour, depending on experience \| £35,360–£37,440 basic annual equivalent
Permanent, full\-time \| 40 paid hours per week \| Paid overtime for additional hours

Can you bring structure to a busy Managing Director’s day, confidently manage competing priorities and keep important actions moving?

CCS Group is a successful and growing specialist commercial and industrial cleaning business with a national presence. At a time of significant growth and change, we are looking for an experienced Executive Personal Assistant to work closely with our Managing Director and help him make the best use of his time.

This is a varied, fast\-paced role for someone who enjoys taking ownership, bringing order to a demanding diary and finding practical solutions. You will become a trusted first point of contact for colleagues and clients, using your judgement to prioritise requests, coordinate communication and ensure the MD receives the information he needs when he needs it.

What you will do

· Manage the MD’s diary, appointments and priorities, making space for preparation, focused work and travel.

· Act as a professional first point of contact between the MD, workforce, managers and clients.

· Assess incoming requests, obtain relevant information and direct matters to the right person.

· Manage agreed communications and correspondence, prepare briefings and draft responses.

· Organise meetings, record actions and follow through to keep deadlines and commitments on track.

· Coordinate UK business travel and occasional accommodation.

· Provide accurate, confidential administrative support and improve working systems.

· Develop a strong understanding of CCS so that you can anticipate needs, suggest solutions and take ownership within agreed responsibilities.

What you will bring

· At least five years’ relevant PA or Executive Assistant experience supporting a managing director, business owner or comparable senior leader.

· Excellent organisation, prioritisation and administration skills.

· The confidence to manage access and challenge diary demands professionally and tactfully.

· A proactive, practical approach and the judgement to know what you can resolve and what needs escalation.

· Clear communication and an understanding of business, staff and client relationships.

· Discretion, accuracy and dependable follow\-through.

· Confidence with digital diaries, email and business administration systems.

· The ability to stay composed and effective when priorities change.

Experience in an owner\-managed business, a company with field operations or a period of business growth would be helpful. Previous experience in industrial cleaning is not essential; we will support you in learning the CCS business.

Location, hours and travel

The role is office\-based in Knaresborough, with an upcoming Head Office move to Blubberhouses, west of Harrogate. Applicants should

This listing is from Indeed. View original listing ↗