Personal Assistant

Purpose of the Role

The Personal Assistant (PA) is a pivotal member of the administrative team, responsible for supporting senior management, facilitating the smooth operation of daily activities, and contributing to the overall efficiency of the office environment. This role demands a high degree of professionalism, discretion, organisational skill, and an ability to manage competing priorities with confidence and tact.

Main Responsibilities

• Diary and Calendar Management - Coordinate and manage diaries for senior leaders including arranging meetings and appointments, ensuring schedules are optimised and conflicts are resolved efficiently
• Plan, schedule, and organise meetings, including booking rooms, preparing agendas and materials, taking minutes, and following up on action items
• Travel Arrangements - Organise domestic and international travel, including flights, accommodation, transportation, and itinerary planning
• Manage office documents, maintain confidentiality, and ensure easy retrieval of information
• Expense Management - Process expenses, invoices, and claims, and manage reconciliation and reporting for the department or executive
• Project Support - Assist with the coordination and administration of special projects, events, and initiatives as directed
• Confidentiality - Handle sensitive information with absolute discretion, professionalism, and integrity
• Perform other operational activities as needed

Key Skills and Competencies

• Exceptional organisational skills, with the ability to prioritise work, multi-task, and manage time efficiently
• Outstanding written and verbal communication skills, including the capacity to draft clear, professional correspondence
• High level of accuracy and thoroughness in all administrative tasks
• Resourceful, proactive, and able to address unforeseen challenges calmly and effectively
• Proven ability to handle confidential information with care and maintain professional boundaries
• Polished, approachable, and adept at building relationships across all levels of the organisation
• Flexible and resilient in a fast-paced, ever-changing office environment.
• Cooperative and collaborative approach, supporting colleagues and contributing to a positive office culture
• Self-motivated, able to act independently, anticipate needs, and take ownership of tasks

Experience and Qualifications

• Some experience in a similar PA role supporting senior leaders
• Comfortable with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams).
• Previous use of SAP Concur, TravelPerk a benefit

Core Values and Behaviours

• Professionalism
• Consistently demonstrates a positive, reliable, and committed approach
• Discretion
• Always maintains confidentiality and integrity
• Responsiveness
• Proactive in addressing needs and queries as they arise
• Takes pride in delivering high-quality work and exceeding expectations
• Fosters a welcoming, respectful, and inclusive office environment

Working Conditions

• Standard office hours (Monday to Friday, 9am–6pm), with occasional flexibility required for meetings or projects outside regular hours
• Location: Woking
• Mostly Office-based approx. 4 days per week to work around the schedule of the senior leaders

What we can offer you 

In return for everything you bring to the table, we can ensure an exciting, challenging role in a dynamic business surrounded by some of the best people in their respective fields.

At Motion Applied we firmly believe it's the relationships and friendships we create while working that make us special. We're also aware that the world is changing and we are part of that change. We all want and need different things from our work and home lives, so, if you have commitments outside of work, we're open to talking through flexible working options that work for you and us.

• Annual leave (25 days + bank holidays, pro-rated for part time colleagues).
• Enhanced Company Maternity, Paternity and Adoption leave and pay.
• Flexible working policies, including Hybrid Working.
• Life assurance to the value of 4 times base salary
• Opportunity to join the Motion Applied Pension Plan
• Company funded individual private healthcare with the opportunity to extend to partner or spouse and/or dependents at a discounted rate.
• Electric car scheme – opportunity to drive a brand-new car in a more affordable way through this salary sacrifice scheme. Employees are eligible to join the scheme after successful competition of their probationary period.

Who We Are

Motion Applied are a medium-sized tech firm spun out of McLaren Group. We're looking for people who will thrive in a non-hierarchical, growth-orientated company, self-starters who are flexible and somewhat entrepreneurial in their approach.

Motion Applied are committed to Diversity, Equality and Inclusion (DEI) and promote DEI in all we do. Motion Applied are also members of the UK Government Disability Confident Scheme