Personal Assistant (PA)

ABOUT SQUARCLE / THE TEAM

Squarcle is a procurement, supply chain and digital specialist which sits at the centre of transformation, with a skillset which has proven relevance in any market characterised by operational complexity. We are an independent award-winning consultancy that is dedicated to optimising the performance of our clients’ supply chains through the expertise of operations professionals, AI, digitisation and data science. Squarcle is a people orientated organisation that prides itself on its people first culture and strives to build a tribe of high performing experts to tackle the constantly evolving challenges of the global supply chain. The enabling capability is critical to Squarcle’s continued success. This essential and high-performing team delivers the full suite of enterprise-wide support services, including business support, capture management, marketing and media, compliance, human resources, finance, Information technology, infrastructure management and executive support. By embedding strong processes, governance, and service excellence across the organisation, the enabling capability empowers Squarcle’s delivery teams to focus on what they do best: achieving outstanding outcomes for clients. At Squarcle, we pride ourselves on being an inclusive and diverse company that values enthusiastic, talented, and ambitious individuals at all stages of their careers. 

JOB OVERVIEW / INTRODUCTION

The Personal Assistant will provide high-level Executive and Personal support to Squarcle's Chief Executive Officer (CEO) and Founder & Strategic Partnerships Director. Acting as a trusted partner, the successful candidate will manage complex schedules, coordinate key activities, and ensure effective use of executive time through proactive planning, preparation, prioritisation and personal commitments. 

As a key member of the senior leadership team, the PA will play an integral role in supporting the smooth operation of the business. They will work closely with leaders across the organisation, helping to align priorities, facilitate communication, and contribute to the successful delivery of strategic and operational objectives.  

The role will combine traditional Executive Assistant responsibilities with a personalised support function, requiring the successful candidate to anticipate needs, manage competing priorities, and provide comprehensive support. This may include coordinating travel and events, managing key stakeholder relationships, and assist with personal administrative matters with the utmost discretion and professionalism. 

This role requires a highly organised, proactive, and professional individual who can build strong relationships at all levels, act with discretion and sound judgement, and confidently represent senior stakeholders when required.  

PRIMARY ROLES AND RESPONSIBILITIES  

• Provide proactive, high-level executive and personal support to the CEO and Founder & Strategic Partnerships Director  

• Act as a central coordination point across the business, facilitating collaboration and ensuring effective communication between leadership and wider teams.  

• Manage complex and dynamic diaries, prioritising appointments, coordinating internal and external meetings, and ensuring executives are fully prepared through effective briefing and action management.  

• Coordinate and manage executive communications, acting as a key point of contact and ensuring timely, professional, and effective responses to enquiries and correspondence.  

• Build and maintain strong relationships with clients, partners, and key stakeholders, serving as a professional representative of the leadership team and Squarcle.  

• Arrange and manage domestic and international travel, including itineraries, accommodation, transportation, and associated logistics.  

• Coordinate personal travel, appointments, reservations, and other administrative arrangements ensuring seamless integration with business commitments. 

• Provide discreet personal assistance where required, supporting the effective management of personal commitments and enabling executives to focus on strategic business priorities. 

• Anticipate the needs of senior leaders and proactively manage competing professional and personal priorities, ensuring schedules run efficiently and effectively. 

• Manage and process expenses, ensuring accuracy, compliance, and timely submission.  

• Maintain well-organised electronic and physical filing systems, ensuring documents are accurately stored, accessible, and handled confidentially.  

• Support business efficiency and continuous improvement initiatives by identifying opportunities to enhance administrative processes, systems, and ways of working.  
• Lead the planning and coordination of internal and external events, including venue sourcing, invitation management, logistics, stakeholder communications, and on-the-day support where required.  
• Handle highly sensitive information with the utmost discretion, professionalism, and confidentiality at all times.  

SECONDARY ROLES AND RESPONSIBILITIES

• Contribute to Squarcle's continuous improvement culture by supporting internal initiatives, sharing ideas, and helping to enhance business processes, employee experience, and ways of working.  

• Support the organisation and delivery of internal capability, innovation, and learning initiatives where required.  

• Assist with ad hoc personal administration tasks for senior leaders, including bookings, reservations, gift purchases, and other arrangements as required.  

• Provide additional support with personal events, celebrations, and key life-admin activities for executives where appropriate, ensuring a professional and discreet service.  

• Undertake additional duties and projects as reasonably requested by the Directors, commensurate with the level and scope of the role. 

KNOWLEDGE, SKILLS & EXPERIENCE

ESSENTIAL

• Minimum of 3+ years’ experience as a Personal Assistant/Executive Assistant.  

• Advanced MS Office skills.  

• Confident in speaking to and influencing senior management.  

• Strong organisational and problem-solving skills with impeccable multi-tasking abilities.  

• Excellent written and verbal communication skills.  

• Ability to work independently, under pressure and to tight deadlines.  

• Exceptional interpersonal skills.  

• Reliable and honest.  

• Successful candidates must meet the security requirements before they can be appointed. The level of security needed is full security check.  

• Able and willing to attend the Bristol office as and when required  

DESIRABLE

• High degree of emotional intelligence to effectively deal with increasingly diverse clients and teams. 

• A worthy team player dedicated to contributing toward the outcome desired by the team.  

What we offer

We believe great work deserves great rewards. Here’s what you can expect as part of the team:

• Generous leave package
  • 26 days of annual leave (including your birthday!) plus UK bank holidays - increasing to 27 days after three years, and 28 after seven years
  • You’ll also get five extra days for your five and 10-year anniversaries
  • Additional leave for members of the Reserve Forces and CFAV.
• Private medical insurance
  • Provided once you’ve completed your probation.
• Recognition and rewards
  • £1,000 referral bonus for successful hires
  • Performance-related awards
  • Milestone and life-event hampers to celebrate life’s big moments
• Development & learning
  • Annual training week abroad
  • Funding for qualifications that benefit both you and the business
• Travel & wellbeing
  • Cycle to work scheme
  • Discounted travel through funded railcards
• Pension
  • Our pension provider is NOW Pensions, pension contributions are 3% employer and 5% employee

We review our benefits regularly to ensure they stay competitive and meaningful - so this list may evolve as we grow.

Our working hours are 8:30 am – 5:30 pm (with an hour for lunch), Monday – Friday.

Apply now and take the next step toward doing work that matters, with a team that’s shaping the future of supply chain consulting.

Want to learn more about who we are and how we work? Our Recruitment Booklet gives you a deeper insight into our culture, values, and what it’s like to be part of our team. It also explains our grading structure, so you can understand how roles are positioned, how progression works, and what we look for at each level, helping you decide if we’re the right fit for you, and you’re the right fit for us.

251219_Recruitment-Brochure-updates-Pages-and-Spreads_IG.pdf

IMPORTANT INFORMATION:

This role requires you to have lived in the UK for the last 5 years and obtain Security Check (SC) security clearance. Clearance must be obtained without any caveats that prevent you from carrying out the role you’ve been recruited for. If it isn’t obtained, or is obtained but with caveats that prevent you from carrying out the role, any conditional offer made to you will be withdrawn. Obtaining SC security clearance can be a lengthy process, and we reserve the right to withdraw any conditional offer made if the necessary security clearance isn’t obtained within 6 months. If you hold dual citizenship or nationality from another country, please make us aware of this during the application phase. We’re unable to offer visa sponsorship.

Privacy Policy - Squarcle Consulting Ltd

We’re committed to creating a diverse environment. We embrace differences and hire based on merit, giving equal consideration to all applications, regardless of gender, background, and race.