PA/Executive Assistant

About Pxa

Recently rebranded, Pxa (pronounced Pik-sa) is an all-in-house marketing agency in the heart of Cardiff. Pxa was founded over a decade ago by CEO Darshan Patel, who was born and raised in Wales. Darshan decided the world needed a bit more personality in its pixels. During the rapid growth of our client base, we have the exciting opportunity to grow our Operations Team with a new Personal Assistant / Executive Assistant, who will assist the Director and occasionally support the wider operations team.

Role

We are looking for a highly organised and proactive Personal Assistant / Executive Assistant to provide essential support across our leadership team and wider group. This role will involve acting as Personal Assistant to the CEO, while also occasionally providing administrative and coordination support to the Head of Operations and the broader Operations function.

The ideal candidate will be detail-oriented, adaptable, and comfortable balancing executive support with operational administration in a fast-paced and growing organisation.

Key Responsibilities

As an Operations Assistant, you will have responsibilities to our teams and employees, alongside the wider business and stakeholders.

• Provide confidential administrative and executive support to the Managing Director and senior team.
• Manage complex calendars, schedule meetings, and coordinate travel arrangements.
• Prepare meeting agendas, take minutes, and track actions through to completion.
• Draft correspondence, reports, and presentations on behalf of the leadership team.
• Handle sensitive information with discretion and professionalism.

• Assist with personal administration where required (appointments, travel, etc.).

• Act as first point of contact for general office and administrative queries.

• Maintain and organise office systems, supplies, and records (digital and physical).
• Coordinate supplier relationships, facilities management, and office maintenance.
• Support onboarding and offboarding processes for new staff.
• Manage incoming and outgoing post, deliveries, and company correspondence.

• Assist with basic HR administration (holiday tracking, documentation, training records).

• Assist with internal communications, event planning, and company meetings.

• Support senior leaders with project administration, research, and follow-ups.
• Liaise across departments to ensure smooth workflow and information sharing.
• Help maintain company policies, templates, and shared drives.
• Contribute to process improvements and general operational efficiency.

Skills & Experience:

• Proven experience as a Personal Assistant, Executive Assistant, or Office Manager.
• Excellent organisational skills and attention to detail.
• Strong written and verbal communication.
• Confident using Microsoft 365 / Google Workspace, project management tools and business admin platforms (e.g. Motion, Todoist, Xero).
• Ability to prioritise competing demands and anticipate needs.
• Discreet, reliable, and comfortable working with confidential information.
• Positive attitude, strong initiative, and "can-do" approach.

Desirable:

• Experience in a fast-paced, growing business or multi-entity group structure.
• Basic understanding of finance admin (invoicing, reconciliation, expenses).
• Experience supporting multiple stakeholders and coordinating small projects.

Personal Attributes:

• Professional, approachable, and confident with stakeholders at all levels.
• Proactive and resourceful, able to anticipate needs and act independently.
• Flexible, adaptable, and comfortable in a fast-paced environment.
• Detail-orientated with a commitment to accuracy.
• Collaborative team player with a positive, solution-focused attitude.

Why join us?

It's an exciting time to join the Pxa team while we're growing and gaining new experiences. Alongside this, you can expect:

• Free on-site parking
• Personal development with funded courses
• Benenden Health Insurance
• Hybrid working opportunities
• Friendly and relaxed culture
• Monthly team events/meals

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.

Job Types: Full-time, Permanent

Pay: £28,000.00 per year

Benefits:

• Company events
• Company pension
• Health & wellbeing programme
• On-site parking

Work Location: In person