Personal Assistant

The Opportunity

We are looking for a Personal Assistant to provide high-quality support to the Managing Director of our Infrastructure service line and the wider Senior Leadership Team (SLT)

This is a UK-wide hybrid role. You can be based anywhere in the UK, with flexibility over your working location. Travel will be required as business needs arise, including to our offices in Sheffield, Birmingham, London, Reading and Exeter, as well as other sites.

Role Summary

Reporting to the Managing Director - Infrastructure, you will provide proactive, confidential and organised support to the MD and SLT. You will manage multiple diaries and email accounts, coordinate meetings and travel.

You will act as a key point of contact for internal and external stakeholders, representing the Company with professionalism and integrity. This includes building strong working relationships with external Personal Assistants to support effective communication and help create opportunities for the business. You will also work closely with internal support functions and be confident using, or learning, the systems and applications used across the Company.

What you will be doing

• Manage multiple diaries and email accounts for the MD and SLT, planning ahead, resolving clashes and following up on priorities and actions.

• Coordinate meetings from start to finish, including scheduling, agendas, papers, presentations and board packs; take minutes where required and monitor agreed actions.

• Arrange UK travel, accommodation and itineraries for meetings and visits, including travel to Sheffield, Birmingham, London, Reading and Exeter as required.

• Prepare correspondence, reports, presentations and other documents on behalf of the MD and SLT.

• Act as a professional point of contact for colleagues, clients, external stakeholders, suppliers and other Personal Assistants; build relationships proactively and support effective communication.

• Screen and manage incoming correspondence, telephone calls and email, using sound judgement to deal with matters directly or refer them to the appropriate person.

• Coordinate internal and external events, meetings and corporate hospitality.

• Manage expenses and ensure claims are submitted accurately and on time.

• Work across internal support functions and help coordinate projects and assignments across the business.

• Use the Company's systems and applications confidently, and learn new tools and processes as needed.

• Provide back-office and administrative support as required, adapting to changing priorities and business needs.

• Maintain confidentiality and follow relevant business continuity processes.

What we will need from you

• Experience managing multiple diaries and email accounts, competing priorities and changing schedules.

• Strong organisation, planning and time-management skills, with close attention to detail.

• Experience preparing agendas, reports, presentations and meeting packs, and taking minutes where required.

• Excellent interpersonal and communication skills, with confidence engaging with people at all levels, internally and externally.

• Proven stakeholder management skills and the ability to build effective working relationships, including with external Personal Assistants.

• The ability to work across different departments and support functions, and to manage projects or assignments.

• Confidence using Microsoft Outlook, Word, PowerPoint and Excel, and the ability to learn the Company's systems and applications.

• A proactive, adaptable approach, with the judgement to use your own initiative and respond to changing priorities.

• A professional, courteous and helpful manner, with the discretion to handle confidential information.

• Willingness and ability to travel to Company offices and sites across the UK as required.

• Experience in the construction industry is highly desirable but not essential.

What we can offer you

• Competitive salary
• Car Allowance
• 26 days annual leave (with the opportunity to buy or sell up to 3 days holiday)
• 3 additional long service days achieved after 3, 7 and 10 years
• Private medical insurance for yourself (with the option to buy family cover)
• Life Assurance
• Defined contribution pension scheme matched up to 8%
• Enhanced maternity, paternity and parental leave
• 2 days volunteering opportunities
• Flexible and Agile working (dependent on your role)
• Employee Assistance Programme
• Professional membership fees
• Perks at Work Employee discount scheme offering discounts on a range of categories such as electronics, home appliances, food & groceries, car buying, travel, fitness and more
• Flexible Benefits scheme which includes the opportunity to purchase benefits such as:
  • Critical illness insurance (with option to purchase for your partner)
  • Dental Insurance
  • Travel insurance
  • Cycle to work scheme
  • Retail vouchers/payroll giving/activity pass for top leisure attractions.

Who we are

Tilbury Douglas is a leading UK building, infrastructure, engineering and fit-out company, delivering vital projects across sectors including health, education, highways, justice, defence, aviation, water, and environment.

Our people are at the heart of our success. We are committed to an inclusive culture that encourages innovation and celebrates individual differences. We are proud to hold Investors in Diversity status.

Please note: we do not hold a sponsorship licence. This role is subject to Baseline Personnel Security Standard (BPSS) clearance.

We look forward to receiving your application.