Executive Assistant

Job Title Part Time Executive Assistant (20 – 25 Hours per week, working Monday to Friday). Reporting To Chief Executive Officer (CEO). Location Office-based at Silverlink Business Park, Newcastle upon Tyne. Salary Competitive, dependent on experience. Overview We are seeking a highly organised, proactive and professional Executive Assistant who will bring our values of Smart, Positive and Personal to dedicated support for the CEO and three Directors within a dynamic and growing business of 16 colleagues. This is a pivotal role requiring exceptional organisation, discretion and the ability to manage multiple priorities in a smart and solutions-focused way. In addition to traditional executive support responsibilities, the successful candidate will coordinate and administer HR processes across the employee lifecycle, creating a positive, personal employee experience while maintaining strong organisational compliance. The role combines executive support, office coordination and HR administration. It is ideal for someone who enjoys variety, uses good judgement to work smartly, brings positive energy to every interaction and delivers a personal, responsive service to colleagues and stakeholders. Key Responsibilities Executive Support CEO and Director Support

• Provide comprehensive, personal and responsive diary management for the CEO and three Directors.
• Coordinate meetings, appointments and travel arrangements efficiently and with close attention to individual requirements.
• Manage conflicting priorities, use sound judgement and proactively identify smarter scheduling solutions.
• Prepare clear, accurate and audience-focused meeting packs, agendas, presentations and briefing documents.
• Record and distribute minutes, actions and follow-up activities promptly, maintaining positive momentum and accountability.
• Screen and manage correspondence, emails and telephone enquiries with professionalism, warmth and discretion.
• Draft professional communications on behalf of senior leadership, tailoring the message and tone to each audience.
• Support business planning, board meetings and leadership events with a positive, solutions-focused approach. Administration and Governance
• Maintain confidential records and documentation accurately, securely and intelligently.
• Coordinate leadership meetings and company-wide communications in a clear, positive and inclusive manner.
• Support the preparation of insightful reports, presentations and management information that enable smart decision-making. Human Resources Responsibilities Recruitment and Onboarding
• Coordinate recruitment activities and provide smart, practical support to hiring managers.
• Arrange interviews and deliver timely, positive and personal candidate communications.
• Manage offer letters, contracts of employment and onboarding documentation accurately and efficiently.
• Ensure all right-to-work and employment documentation is completed and maintained while helping each new colleague feel welcomed and valued. Employee Lifecycle Administration
• Maintain accurate employee records through the selected HR systems, using technology and good processes to work smartly.
• Monitor probation reviews and employment milestones, providing timely and personal reminders to managers and employees.
• Coordinate contract changes, promotions, salary reviews and employee updates with accuracy, sensitivity and a positive approach.
• Support respectful, well-organised offboarding and exit processes that leave a positive final impression. HR Compliance
• Ensure employee files remain compliant with employment legislation and company policies through smart, consistent controls.
• Maintain accurate training records and compliance certifications, identifying gaps before they become issues.
• Support GDPR compliance relating to employee information and handle personal data with care and discretion.
• Coordinate annual policy acknowledgements and employee declarations through clear, positive communication. Absence and Leave Management
• Administer annual leave, sickness absence and family leave records accurately and sensitively.
• Produce clear absence and leave reports that support smart and timely management decisions.
• Monitor return-to-work processes and documentation, ensuring each employee receives a personal and supportive experience. Learning and Development
• Coordinate relevant, engaging employee training and development activities.
• Manage training records and certifications efficiently, using data to identify development needs.
• Support staff development events and workshops that encourage positive participation and personal growth. Office and Business Support
• Act as a trusted, approachable and responsive point of contact for internal staff and external stakeholders.
• Support well-planned company events, staff engagement activities and team meetings that create a positive experience.
• Help maintain a workplace culture where people work smartly, communicate positively and treat one another personally.
• Manage confidential and sensitive information with the highest level of discretion and respect for the individual. Person Specification Essential Experience
• Previous experience as an Executive Assistant, Personal Assistant, Office Manager, or similar senior administrative role.
• Experience supporting multiple senior stakeholders simultaneously.
• Experience administering HR processes and employee records.
• Strong organisational and project coordination skills.
• Experience handling confidential information.
• Excellent written and verbal communication skills. Essential Skills
• Exceptional diary and time management, with the ability to find smart and efficient ways of working.
• Strong attention to detail and a commitment to getting things right first time.
• Ability to prioritise competing demands calmly, positively and effectively.
• High levels of discretion, professionalism and personal consideration.
• Advanced Microsoft Office skills, including Outlook, Word, Excel, PowerPoint and Teams.
• Strong problem-solving capability, initiative and a solutions-focused mindset. Desirable Experience
• Experience within a professional services, procurement, housing, construction, or public sector environment.
• Experience using HR management systems.
• Experience supporting board meetings and governance activities. Personal Attributes The successful candidate will demonstrate our values of Smart, Positive and Personal in how they think, communicate and deliver support. They will be:
• Smart: proactive, organised and solutions-focused, using sound judgement and initiative to simplify work and anticipate needs.
• Positive: calm, resilient and constructive under pressure, bringing energy and a can-do approach to challenges.
• Personal: approachable, trustworthy and attentive, adapting support to the needs of each colleague and stakeholder.
• Professional and discreet, with the confidence to handle sensitive information appropriately.
• Committed to delivering a consistently high standard of service.
• Able to build strong, respectful relationships across all levels of the organisation. Key Performance Indicators (KPIs)
• Smart, proactive management of CEO and Director schedules, with priorities anticipated and conflicts resolved efficiently.
• Timely and accurate completion of HR administration activities.
• Recruitment and onboarding completed within agreed timescales, with positive candidate and new-starter feedback.
• Accurate employee records and documentation, maintained through efficient and reliable processes.
• Consistent compliance with HR and governance requirements.
• Positive feedback from internal and external stakeholders on the responsiveness and personal quality of support.
• Clear, useful management reporting delivered to agreed deadlines to support smart decision-making. This is a trusted and highly visible position within the organisation. The Executive Assistant will provide critical support to the leadership team and wider workforce by working Smart, creating Positive experiences and delivering a consistently Personal service, while ensuring that people processes remain efficient, compliant and employee-focused. Education  Essential Qualifications
• GCSEs (or equivalent) including English and Mathematics.
• A Levels, NVQ Level 3/4 in Business Administration, Administration, or          equivalent qualification.
• Advanced proficiency in Microsoft Office 365, including Outlook, Word, Excel,        PowerPoint and Teams. Desirable Qualifications
• Level 5 Diploma in Business Administration or Executive PA qualification.
• Chartered Management Institute (CMI) qualification.