Personal Assistant

Pontoon is an employment consultancy. We put expertise, energy, and enthusiasm into improving everyone's chance of being part of the workplace. We respect and appreciate people of all ethnicities, generations, religious beliefs, sexual orientations, gender identities, and more. We do this by showcasing their talents, skills, and unique experience in an inclusive environment that helps them thrive.

Job Title: Personal Assistant (Executive Support)

Location: London (Hybrid - 3 days per week in the office)

Contract Type: 3 months

Job Purpose

We are seeking a dynamic, proactive, and highly organised Personal Assistant to provide dedicated support to senior executives within a fast-paced corporate environment.

This is a key role where you will enable senior leaders to operate effectively by delivering exceptional executive support across a broad range of responsibilities. You will be responsible for managing complex diaries and inboxes, coordinating domestic and international travel, and ensuring priorities are managed efficiently.

You will take ownership of organising executive meetings, leadership events, and external engagements, ensuring every detail is planned and delivered to a high standard. Success in this role requires excellent organisational skills, sound judgement, discretion, and the ability to anticipate the needs of senior stakeholders.

The ideal candidate will thrive in a busy environment, demonstrate outstanding communication skills, and build strong working relationships across the business. You will be confident working independently while collaborating with a wide range of internal and external stakeholders.

This role is based in London and offers a hybrid working model, with an expectation of attending the office three days per week.

Please note: Previous experience supporting senior executives or leadership teams as a Personal Assistant is essential.

Key Responsibilities

• Provide high-level executive support by managing complex diaries, scheduling meetings, and coordinating priorities across multiple stakeholders.
• Manage executive inboxes, ensuring correspondence is handled promptly and professionally.
• Coordinate domestic and international travel, including flights, accommodation, transport, itineraries, and associated logistics.
• Organise executive, leadership, and board-level meetings, including agenda preparation, venue coordination, meeting logistics, and follow-up actions where required.
• Coordinate internal and external events, conferences, workshops, and off-site meetings, ensuring seamless delivery.
• Act as a key point of contact for senior leaders, managing communications with professionalism and discretion.
• Process expenses, invoices, and other administrative tasks accurately and within agreed deadlines.
• Provide support across the wider Executive Assistant/Personal Assistant team during periods of absence or peak workload.
• Contribute to business projects and initiatives, providing administrative and organisational support where required.

Skills, Knowledge & Experience

• Proven experience as a Personal Assistant supporting senior executives or leadership teams within a corporate environment.
• Advanced proficiency in Microsoft Office, including Outlook, Word, Excel, PowerPoint, and SharePoint.
• Exceptional organisational and time management skills, with the ability to manage multiple priorities in a fast-paced environment.
• Strong written and verbal communication skills with excellent attention to detail.
• Proactive, resourceful, and solution-oriented, with the ability to anticipate needs and work using initiative.
• Highly adaptable, resilient, and comfortable managing changing priorities.
• Professional, approachable, and confident when interacting with senior stakeholders.
• Demonstrates the highest levels of integrity, discretion, and confidentiality when handling sensitive information.
• Able to build effective relationships across all levels of an organisation while maintaining a collaborative and customer-focused approach.

Apply now!

Please be advised: if you haven't heard from us within 48 hours, then unfortunately your application has not been successful on this occasion. We may, however, keep your details on file for any suitable future vacancies and contact you accordingly.

We use generative AI tools to support our candidate screening process. This helps us ensure a fair, consistent, and efficient experience for all applicants. Rest assured, all final decisions are made by our hiring team, and your application will be reviewed with care and attention.