PA to Directors

Auction House UK Ltd; United Kingdom; On-site; GBP 25,000 - GBP 35,000; Part time

Job summary

A leading auction house in the United Kingdom is seeking a dedicated part-time Executive Assistant to provide high-level administrative support to Directors. Responsibilities include managing diaries, preparing documentation, coordinating travel, and overseeing HR processes. Ideal candidates should have substantial experience in similar roles, demonstrate strong organisational skills, and maintain a high level of discretion. The role is office-based with flexible hours, making it a great opportunity for those looking for part-time work in a dynamic environment.

Qualifications

• Proven experience in a PA, EA, Directors’ Assistant, or similar role.
• Excellent attention to detail with strong organisational skills.
• High level of discretion and professionalism required.

Responsibilities

• Provide high-level administrative support to the Directors.
• Prepare and issue offer letters and contracts of employment.
• Manage office supplies, equipment, and service providers.
• Coordinate travel bookings for Directors and the company.
• Oversee insurance policies and compliance activities.

Skills

Proven experience in a senior administrative role

Strong organisational skills

Ability to manage multiple priorities

High level of discretion

Experience with HR administration

Familiarity with office management

Experience co-ordinating travel

Job description

Key Responsibilities

Executive & Administrative Support

• Provide high-level administrative support to the Directors, including diary management, correspondence, and meeting co-ordination
• Prepare reports, presentations, and briefing documents for internal and external meetings
• Handle confidential and sensitive information with discretion
• Assist with ad-hoc projects as required by the Directors

HR & People Administration

• Prepare and issue offer letters, contracts of employment, and onboarding documentation
• Maintain employee records and HR files in line with data protection requirements
• Support HR processes including starters, leavers, and changes to employment terms
• Assist with policy updates and general HR administration

Office & Facilities Management

• Manage office supplies, equipment, and service providers
• Oversee virtual office arrangements and related services
• Purchase and co-ordinate new IT equipment, phones, and other business hardware
• Liaise with IT and telecoms providers to resolve issues and manage upgrades

Travel & Logistics

• Co-ordinate travel bookings for Directors and the wider company, including flights, accommodation, and transport
• Manage itineraries and ensure cost-effective and timely arrangements

Fleet, Insurance & Compliance

• Manage company car agreements, including renewals, new orders, and supplier liaison
• Oversee insurance policies and ensure timely renewals across the business
• Support compliance activities including risk assessments, health & safety documentation, and related records

Finance & Expense Administration

• Process expense claims and company credit card statements
• Ensure accurate record-keeping and timely submission for approval
• Liaise with the accounts department as required

Skills & Experience

• Proven experience in a PA, EA, Directors’ Assistant, or similar senior administrative role
• Strong organisational skills with excellent attention to detail
• Ability to manage multiple priorities and work independently
• High level of discretion and professionalism
• Experience with HR administration and employee documentation
• Familiarity with office management, facilities, or compliance tasks
• Experience co-ordinating travel and managing suppliers
• Knowledge of health & safety or risk assessment processes

Personal Attributes

• Proactive and solutions-focused
• Calm under pressure with a flexible approach
• Strong communication skills at all levels
• Reliable, trustworthy, and highly organised

Please note this is a part time role and based in the office. The weekly hours are 22.5 Monday to Friday. There is flexibility on the hours worked between 9am - 5.30pm.