PA to MD

As PA to the Managing Director, you will be the vital link ensuring the MD's time is optimised and business runs smoothly. Acting as a trusted gatekeeper, you will manage a complex and changing diary, prioritise meetings, screen communications, and handle sensitive matters with utmost discretion. You will attend all MD meetings, prepare and circulate high-quality minutes and action points promptly to relevant stakeholders and proactively follow up to ensure updates are gathered, actions are completed and nothing is missed.

Key Responsibilities:

• Manage the MD's changing diary and schedule, coordinating internal and external meetings, travel, and appointments, while protecting the MD's time and providing daily reminders to ensure all arrangements run smoothly to high standards
• Meet, greet, and host MD visitors and guests, delivering a professional and welcoming experience
• Coordinate all aspects of MD meetings, including scheduling, preparing and distributing agendas, reports, and supporting documents in advance to relevant stakeholders. Attend all meetings to produce accurate, insightful, and actionable minutes, using appropriate business and industry terminology. Circulate minutes and action points promptly post-meeting and proactively follow up to ensure timely updates and completion of actions
• Organise all MD travel, accommodation, events, and restaurant bookings and manage associated expenses, receipts, and cash floats accurately and responsibly
• Provide secretarial and administrative support, including managing correspondence, calls, reports, files, visitor coordination and maintaining business profiles such as LinkedIn
• Develop a deep understanding of the MD's role, priorities, routines, and key relationships to deliver tailored and proactive support. This may include minimal, ad hoc personal support as required
• Build and maintain strong professional relationships with internal and external stakeholders to support the MD's activities effectively
• Handle highly confidential documents and information with absolute integrity and discretion
• Maintain accurate, up-to-date records and documents, ensuring efficient access and document control
• Support the Board and wider business with ad hoc secretarial, administrative, and project-related tasks, including research and preparation of supporting information
• Take ownership of personal development, actively progressing towards agreed objectives
• Be flexible to undertake occasional UK and European travel, including overnight stays, to support

Key Skills & Experience:

This role is ideal for someone who takes genuine satisfaction from enabling others and thrives on making things happen smoothly behind the scenes. This role is about creating structure, driving actions, and being the trusted right hand to a busy MD - not about seeking boardroom influence or executive input or decision-making. The ideal candidate will enjoy bringing calm and order to changing schedules, ensuring meetings and actions run seamlessly, and enabling success quietly but effectively.

• Proven experience as a senior-level Personal Assistant, ideally supporting an MD or owner-operator in a commercial, fast-moving environment
• Highly organised with excellent diary and time management skills, adept at handling changing schedules
• Trustworthy, diligent and discreet, with a methodical approach and highest levels of integrity
• Commercially aware, with the ability to prioritise, meet deadlines and adapt to changes
• Energetic, positive and committed to delivering consistently high service standards
• Excellent IT proficiency, including up-to-date MS Office expertise and fast, accurate typing and note-taking skills
• Proactive and reliable, with a strong sense of ownership and the ability to anticipate needs
• Calm, patient, and resilient under pressure with excellent interpersonal skills and a professional, approachable communication style
• Detail-focused, producing clear, actionable meeting notes and documentation, recognising these as vital to business effectiveness, not a menial task

Benefits

• Salary up to £35k
• 25 days plus Bank Hols and Get Stuff Done day post probation (6 months)
• Full time Mon-Friday (40hrs) - working 9.30-6pm
• Office based with some travel when required (tends to be local) plus remote working 1 day per week after 6 month probation or sooner if conditions allow
• Matched 4% pension
• EAP, laptop, phone etc

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Macildowie is a specialist recruitment consultancy with a rich history of enhancing the careers of professionals across the Midlands and the Northern Home Counties. We have an unrivalled understanding of the local market place and recruit for the majority of the region's premier employers. To search for all of our live jobs please visit us at macildowie.com.