Personal Assistant to Managing Director

Jan 19, 2025

Location: Chelmsford, Essex

About Us: UKCS Group is a leading provider of eco-friendly cleaning supplies and sustainable packaging solutions. We are committed to delivering exceptional service and innovative products to our clients while maintaining a focus on sustainability and environmental responsibility.

Position Overview: We are seeking a highly organised and proactive Personal Assistant to support our Managing Director. The ideal candidate will have a strong background in office administration and be adept at managing multiple tasks efficiently. This role is crucial in ensuring the smooth operation of the Managing Director's daily activities and supporting the overall business objectives.

Key Responsibilities:

Data Management: Maintain accurate and up-to-date data entry into accountancy software, ensuring all financial records are current.
Accounts Receivable: Proactively chase outstanding payments and manage accounts receivable processes.
Task Management: Execute tasks assigned by the Managing Director, adapting to an evolving to-do list.
Schedule Management: Organise and manage the Managing Director's schedules, including coordinating appointments, meetings, and travel arrangements.
Quote Preparation: Assist in pricing and preparing quotes for clients, ensuring accuracy and competitiveness.
Meeting Support: Attend meetings with the Managing Director, taking detailed notes and providing administrative support as needed.
Email Management: Oversee the Managing Director's email inbox, prioritising and responding to messages as appropriate.
Research: Conduct research activities to support business initiatives and decision-making processes.

Qualifications:

Proven experience as a Personal Assistant or in a similar administrative role.
Strong organisational and time-management skills.
Excellent communication skills, both written and verbal.
Proficiency in Microsoft Office Suite and accountancy software.
Ability to handle sensitive information with discretion and maintain confidentiality.
Strong problem-solving skills and attention to detail.

Rate of Pay:

£22,000 - £26,000 PA
Performance Based Bonus

Metrics (Expected Results):

Efficiency Improvement: Streamline administrative processes to enhance the Managing Director's productivity by at least 20%.
Financial Accuracy: Maintain a 100% accuracy rate in data entry and financial records, supporting the company's goal of achieving carbon-neutral operations.
Timely Collections: Reduce outstanding payments by 15% within the first six months, contributing to the company's financial health and sustainability initiatives.
Schedule Optimisation: Ensure 95% adherence to the Managing Director's schedule, facilitating effective time management and strategic decision-making.
Client Engagement: Support the preparation of quotes and client communications to enhance client satisfaction and retention, aligning with UKCS Group's vision of long-term, value-driven partnerships.