Personal Assistant to Executive Team

JOB TITLE: Personal Assistant to Directors

LOCATION: The Piece Hall, Halifax

SALARY: £25,000 - £28,000 per annum.

CONTRACT: Permanent, Full-Time

HOURS: 37 hours per week (may include evenings and weekends)

DATE: October 2025

PLEASE NOTE THAT THE HOURS FOR THIS POSITION WILL VARY TO SUIT THE NEEDS OF THE COO AND PED AND MAY INCLUDE WORKING EVENINGS AND WEEKENDS (PARTICULARLY DURING THE LIVE AT THE PIECE HALL CONCERT SERIES).

The Piece Hall Trust is looking to recruit an experienced Personal Assistant to work alongside our Chief Operating Officer (COO), Finance Director (FD), and Programme & Events Director (PED), with key responsibilities being to provide administrative support to the COO and PED.

This exciting new role will be varied as you will provide support to three members of the Executive Team with diverse needs (Operations, Finance and Events). You will be expected to support with the diary and correspondence management for the Executive Team members, dealing with internal and eternal stakeholders.

As both the Operations Department and the Events Department are vital to the smooth running of the Live at The Piece Hall Concert Series, you will be expected to be available to attend the 3 month programme of gigs in the summer to provide support. Your hours will be variable during this season and will include evening and weekend work to match the diary of the COO and PED.

This is an exciting opportunity for somebody who has a vested interest and previous experience working within the Events/Retail industry.

The ideal candidate will have previous experience in a similar role, ideally within the Events and/or Retail sector. We are looking for an individual who has experience in diary and workload management for high profile executives, experience of booking meetings and hospitality, experience with hosting visitors/clients, receiving and managing phone calls for a senior manager, and working alongside external partners, suppliers, and customers. We are looking for someone who has enthusiasm, passion and ambition to aid the continued success of The Piece Hall. You will need to have extremely strong time management skills, excellent communication and presentation skills, and a willingness to learn all aspects of the role. It is essential that you have the willingness and ability to work outside normal office hours when required as some meetings and events may be scheduled outside of normal office hours.

RESPONSIBILITIES & ACCOUNTABILITIES:

• Managing diaries and ensuring the most effective use of time, ensuring that days are well managed to include time to complete desk-based work.
• Be the first point of contact for all phone calls, emails and other forms of communication and requests to the directors.
• Acknowledge all correspondence and respond on behalf of the directors where appropriate and/or requested to do so.
• Assist in the management of their work schedule ensuring tasks are completed in good time relating to any deadlines.
• Arrange rooms and hospitality for meetings for the directors when required.
• Ensure the COO, FD & PED are prepared for all meetings with appropriate papers and diary time for reading and preparation as required.
• Take minutes at meetings and prepare/distribute to relevant staff and external bodies as required.
• Become familiar with all aspects of the directors' responsibilities to be able to offer the maximum assistance with the effectiveness of the organisation.
• Proactively develop excellent relationships with all Piece Hall staff and partner organisations and build an informed knowledge of the relevant sectors.
• Supports the COO and PED at events on request, including evenings and weekends.
• Work closely with the Executive Team and the CEO's Executive Assistant, providing cover during annual leave.

Please note:

• The above list of responsibilities and accountabilities is not exhaustive, and amendments and additions may be required in line with future changes to policy, regulation or organisational requirements. This will be reviewed on a regular basis.
• Due to the flexibility of the hours required with this role, there is an expectation that the post holder will work the hours required to fulfil the job requirements with an average of the weekly minimum hours.
• This role is subject to an Enhanced Criminal Record check.
• References will be sought ahead of the preferred candidate being appointed.

Job Types: Full-time, Permanent

Pay: £25,000.00-£28,000.00 per year

Benefits:

• Cycle to work scheme
• Employee discount
• Sick pay

Work Location: In person