Executive Assistant / PA

Executive Assistant / PA Job Description Template

Our company is looking for a Executive Assistant / PA to join our team.


  • Perform reception duties such as answering phones where necessary;
  • Diary management, full diary management for CEO, CFO and 2 more senior managers. Meetings are prioritised and planned according to agendas;
  • Expenses, prepare expenses for the CEO and executives, prepare monthly submissions;
  • Organise and schedule meetings for Managing Director / Manage the diaries and schedules of Senior Management;
  • Prepare agendas and presentations for internal and external meetings;
  • Ensure documents and information are organised and filed as necessary;
  • Prepare meeting agendas, perform research for meetings, and take minutes during meetings;
  • Maintain office correspondence, including franking and receiving post in the absence of our receptionist;
  • Communicate with Client, Board Members, schedule Board Meetings, and arrange meeting agendas;
  • Prepare, distribute and coordinate a wide variety of internal and external communications;
  • Providing meeting support, including coordinating diaries, booking rooms and hospitality;
  • Maintaining confidentiality and strict prioritisation of tasks;
  • Reconciliation of corporate credit card statements, compilation of expenses and purchase orders;
  • Managing the diary, preparing documentation, presentations and agendas for internal and external meetings;
  • Acting as gatekeeper for pre-screening internal and external queries, by telephone, post and email, responding where necessary.


  • At least two years’ experience in a PA support roles or office management roles;
  • Outstanding administration and organisation skill;
  • Scrupulous attention to detail and accuracy;
  • Excellent interpersonal Skills;
  • Good attention to detail;
  • MS Office Word, excel, powerpoint;
  • Good GCSE results (or equivalent);
  • Ability to work effectively; independently and in teams;
  • At least two years’ experience in a business administration role (or equivalent);
  • Outgoing, positive personality;
  • Available for occasional contact outside hours;
  • Excellent IT (all MS Office programmes) and data entry skills;
  • Strong drive to achieve results;
  • Experienced fully in diary management (travel etc);
  • Ability to meet deadlines while handling multiple concurrent projects.