Business Support Officer

Recently rebranded, Pxa (pronounced Pik‑sa) is an all‑in‑house marketing agency based in the heart of Cardiff. Founded over a decade ago by CEO Darshan Patel, Pxa brings personality and innovation to every pixel we produce. As our client base grows, we are expanding our Operations Team with a Business Support Officer (Admin) to support operations, executive functions, and smooth business delivery across the group.This role provides key administrative, organisational, and operational support to senior leadership and teams across Pxa.RoleThe Business Support Officer (Admin) ensures the office runs efficiently, supports senior management, and assists with operational coordination across multiple entities. You will act as a central point of communication, organisation, and workflow management for the business.This role is ideal for someone highly organised, proactive, and comfortable supporting leadership while coordinating tasks across departments in a fast‑paced environment.Key ResponsibilitiesExecutive, Personal & Administrative SupportProvide confidential executive support to the CEO and Head of Operations.Manage calendars, book meetings, schedule appointments, and coordinate travel.Act as first point of contact for calls, emails, visitors, and general queries.Prepare agendas, take minutes, and track actions using tools such as Todoist/Motion.Draft correspondence, reports, presentations, and internal communications.Assist with personal administration for the CEO where required.Maintain organised digital and physical filing systems, shared drives, and documents.Prepare weekly reports, meeting packs, briefings, and supporting materials.Carry out other tasks as requested by the CEO and Head of Operations to meet business goals.Office & HR AdministrationMaintain office systems, supplies, facilities, and supplier relationships.Manage incoming/outgoing post, deliveries, logistics, and general office operations.Support HR administration such as staff documentation and training logs.Assist with onboarding and off‑boarding processes for new staff.Coordinate staff equipment, access, system logins, and workspace setup.Ensure adherence to internal processes, policies, and compliance obligations (including health & safety).Operational & Project SupportSupport internal communications, team events, and company meetings.Assist senior leaders with project coordination, research, scheduling, and follow‑ups.Liaise across departments to ensure smooth workflow and timely information sharing.Update and maintain operational templates, policies, and shared resources.Contribute to process improvements and operational efficiency initiatives.Identify and elevate operational blockers to management.Stakeholder and Supplier EngagementBuild and maintain positive relationships with suppliers, vendors, and partners.Coordinate office‑related services (IT, maintenance, cleaning, equipment providers, etc.).Support recruitment logistics and communication with candidates.Circulate tasks to internal teams and follow up with external parties where needed.What You’ll BringTo succeed in this role, you’ll need:Strong organisational, planning, and administrative skills.Excellent communication skills, both written and verbal.High level of professionalism and ability to handle confidential information.Confidence using Microsoft 365 / Google Workspace and general office systems.Ability to prioritise tasks, manage competing deadlines, and work proactively.Strong attention to detail and accuracy.Positive attitude, resourceful approach, and willingness to support wherever needed.While not essential, the following would be a significant advantage:Experience in a PA, EA, Office Manager, or Operations Support role.Background in a fast‑paced SME, agency, or multi‑entity group structure.Experience supporting senior leadership or multiple stakeholders.Familiarity with tools like Todoist, Motion, Teams, Microsoft365, or similar.Basic understanding of business operations or project coordination.Personal AttributesProfessional, approachable, and confident dealing with internal and external stakeholders.Proactive and able to anticipate needs before they arise.Adaptable and comfortable working in a dynamic, fast‑moving environment.Detail‑oriented with a commitment to accuracy and quality.Collaborative team player with a positive, solutions‑focused mindset.BenefitsFree on‑site parkingPersonal development with funded coursesFriendly and relaxed cultureMonthly team mealsNote: This job description and person specification will be subject to review in the light of changing circumstances and is not intended to be rigid or inflexible but should be regarded as providing guidelines and accountabilities within which the individual works. #J-18808-Ljbffr