Personal Assistant & Office Coordinator

QBS Software Ltd; United Kingdom; On-site; GBP 40,000 - 60,000; Full time

Job summary

A leading software delivery platform is looking for an accomplished Personal Assistant & Office Coordinator to join the CEO's Office. This full-time role in Alderley Edge demands 3–5 years of experience and will involve managing the CEO's inbox, complex diary management, and providing executive support. The ideal candidate will have a proactive and solution-oriented approach and exceptional communication skills. Benefits include private medical insurance, a competitive pension scheme, and comprehensive career development opportunities.

Benefits

Private Medical Insurance

Healthcare scheme

Competitive contributory pension scheme

Online retail discounts

Qualifications

• 3–5 years’ experience in a Personal Assistant or Office Management role, ideally within technology or professional services.
• Advanced proficiency in Microsoft 365, especially PowerPoint.
• Exceptional attention to detail and fast, accurate typing.

Responsibilities

• Manage the CEO’s inbox and draft high-quality correspondence.
• Oversee complex diary management and coordinate schedules.
• Provide support to Programme Manager and Executive Manager.

Skills

Exceptional communication skills

Advanced proficiency in Microsoft 365

Fast and accurate typing

Proven experience in corporate hospitality

Job description

Founded in 1987, QBS Software is a world-class software delivery platform supporting more than 100,000 enterprise customers across EMEA. Operating at the forefront of enterprise software delivery, QBS is a high-growth organisation recognised for its innovation, performance, and purpose-driven culture.

• Deloitte UK Best Managed Companies 2025 – for outstanding strategy, culture, and financial performance
• CEO of the Year 2024 – awarded to Dave Stevinson for visionary leadership and transformation
• Sunday Times HSBC International Track 200 – consistently recognised as one of the UK’s fastest‑growing private companies

QBS is proudly B Corp accredited and independently certified by Planet Mark as net carbon neutral. Guided by our ethos, “Where great people work together,” QBS fosters an inclusive, high‑performance environment reflective of the global technology landscape.

Role Overview

We are seeking an accomplished Personal Assistant & Office Coordinator (3–5 years’ experience) to join the Office of the CEO at our Alderley Edge headquarters. This full‑time, office‑based role provides high‑calibre, confidential support to the CEO, alongside close collaboration with the Programme Manager and Executive Manager within the CEO Office. The successful candidate will act as the operational linchpin of the executive environment, seamlessly balancing strategic business support, lifestyle and logistics management, and the impeccable day‑to‑day running of the CEO’s office.

Key Responsibilities

Executive & Programme Support

• Act as a digital gatekeeper, managing and triaging the CEO’s inbox, drafting high‑quality correspondence that reflects executive tone and intent.
• Oversee complex diary management, coordinating business and personal schedules with foresight and precision, including 6–12 month forward planning.
• Provide administrative and coordination support to the Programme Manager and Executive Manager to facilitate the successful delivery of group‑wide initiatives.
• Prepare executive briefing packs, research summaries, and polished presentations to support senior‑level decision‑making.

Office Management & Executive Hospitality

• Maintain the Office of the CEO to an exceptional standard at all times, ensuring a professional and welcoming environment.
• Proactively manage office inventory, including stationery, refreshments, and executive provisions.
• Serve as a and personable front‑of‑house representative, hosting senior stakeholders and guests with warmth, discretion, and attention to detail.

Lifestyle & Logistics Management

• Manage the CEO’s personal administration and private affairs with absolute discretion, trust, and professionalism.
• Coordinate complex domestic and international travel, including itineraries, visas, accommodation, and ground transportation.
• Often involved in out‑of‑hours support, requiring flexibility.

Requirements

Candidate Profile

• A genuine “no task too small” mindset, taking pride in both strategic deliverables and operational excellence.
• A proactive, solution‑oriented approach, anticipating needs and resolving issues before they arise.
• A calm, positive, and composed demeanour, even in high‑pressure environments.
• Exceptional communication skills, with the ability to mirror executive tone, vocabulary, and professionalism.
• A natural aptitude for hospitality and relationship‑building, ensuring a premium experience for all stakeholders.

Skills & Experience

• 3–5 years’ experience in a Personal Assistant or Office Management role, ideally within technology or professional services.
• Advanced proficiency in Microsoft 365 (Outlook, Word, PowerPoint, Excel) with a specific focus and skillset in PowerPoint highly desirable.
• Fast, accurate typing with exceptional attention to detail.
• Proven experience in senior‑level guest management or corporate hospitality.

Personal Attributes

• Positive, caring, and supportive in approach
• Highly proactive, anticipatory, and responsive
• Curious, eager to learn, and committed to continuous improvement
• Articulate, thoughtful, and emotionally intelligent
• Discreet, trusted, loyal, and diplomatically protective of executive’s time and priorities
• Highly organised, structured, accurate, and delivery‑focused
• Fundamentally motivated by enabling the executives to operate at their highest effectiveness

Benefits

• Health & Wellbeing: Private Medical Insurance, healthcare scheme, and Cycle to Work initiative
• Financial Security: Competitive contributory pension scheme and Life Cover
• Lifestyle: Online retail discounts and 23 days’ annual leave plus public holidays
• Career Development: Comprehensive training, mentoring, and clear progression opportunities