Executive Assistant & Business Support Coordinator to the Managing Director (Freelance/Contractor)

Location: Remote (UK Based)

Hours: Up to 10 hours per week initially - There is genuine potential & likelihood for both the hours and responsibilities to increase over time for the right individual.

Rate/Pay: Up to £25 per hour (£250 per week/£1,000 per month)

Contract Type: Self-Employed/Freelance Contractor

This role has been created to support the Managing Director directly across both business and organisational responsibilities. Whilst initially focused on executive support, diary management and administration, the successful candidate will gradually become a trusted right-hand support function, helping to improve organisation, prioritisation, communication, accountability and operational efficiency across both the business and, where appropriate, personal administration requirements. We are ultimately looking for someone who can become a trusted extension of the Managing Director, helping to create structure, visibility and accountability across a growing business.

The Role

You will act as the first point of coordination and support for the Managing Director, helping to manage competing priorities, communications, diary commitments and administrative tasks.

The successful candidate will be highly organised, confident communicating with senior stakeholders, able to work independently and comfortable making sensible decisions regarding priorities and urgency.

About Perfect Support Services (PSS)

Perfect Support Services (PSS) is a specialist consultancy focused on helping innovative UK businesses access R&D Tax Relief and successfully navigate HMRC compliance enquiries.

We work with companies across a wide range of sectors including software development, engineering, manufacturing, construction, architecture, food production, energy, agriculture and many others. Our role is to help clients identify, evidence and defend genuine innovation, ensuring they receive the support they are entitled to whilst maintaining the highest standards of compliance.

What makes PSS different is our focus on technical quality, client relationships and long-term partnerships. Much of our work comes through professional introducers, accountants, consultants and strategic referral partners who trust us to represent their clients professionally and deliver a high-quality service.

The business currently operates nationally, with team members based across the UK, offices in Uxbridge and Manchester, and ongoing investment into technology, partnerships, marketing and new ventures. As a result, the role offers considerable variety and exposure to many different aspects of a growing business.

A Bit About The Person You'll Be Supporting:

I'm a husband, father of three, business owner and someone who is passionate about growing businesses whilst still making time for family, health and the things that matter outside of work.

Like many business owners, I wear a number of hats and have a tendency to become involved in far more than I probably should. As the business continues to grow, I'm looking for someone who can become a trusted support function, helping to create organisation, structure and accountability whilst ensuring my time is spent where it adds the greatest value.

I'm not looking for someone to simply manage a diary. I'm looking for someone who enjoys helping busy people stay organised, solving problems, taking ownership and becoming a genuinely valued part of a growing business.

If that sounds like the type of role you would enjoy, I'd love to hear from you.

What Makes This Role Interesting & Different

This is not a traditional Executive Assistant role.

Whilst diary management, scheduling and administration form part of the position, we are ultimately looking for someone who enjoys helping busy people stay organised, productive and focused on high-value activities.

The successful candidate will become a trusted support function to the Managing Director and will often be expected to identify issues, coordinate actions, protect time, improve organisation and ensure important matters do not fall through the cracks.

As trust develops, the role is expected to expand beyond purely business support into wider organisational and personal administration responsibilities.

Key Responsibilities:

Executive Support & Time Protection

• Helping the Managing Director remain focused on high-value activities and strategic priorities.
• Protecting diary time and ensuring meetings are necessary, appropriate and attended by the correct people.
• Identifying matters that can be delegated, summarised or handled without direct Managing Director involvement.
• Maintaining visibility of key priorities, commitments and deadlines.

Diary, Planning & Coordination

• Managing and coordinating the Managing Director's diary, meetings and appointments.
• Identifying scheduling conflicts and proposing practical solutions.
• Ensuring adequate preparation, travel and follow-up time is factored into commitments.

Communication & Gatekeeping

• Acting as a professional first point of contact where appropriate.
• Managing incoming calls, messages and enquiries.
• Filtering communications and prioritising urgent matters.
• Liaising professionally with clients, partners, suppliers and internal team members.

Administration & Organisational Support

• Maintaining action trackers, task lists and organisational systems.
• Assisting with document preparation, reporting and general administration.
• Chasing information and follow-up actions from internal and external stakeholders.
• Supporting the maintenance of accurate records and business information.

CRM, Reporting & Process Support

• Supporting CRM administration, data quality and reporting activities.
• Undertaking periodic quality assurance checks and coordinating corrective actions where required.
• Producing simple tracking reports and management information.
• Supporting ongoing improvements to administrative and reporting processes.

Personal Administration Support

• Assisting with selected personal administration activities for the Managing Director and family where appropriate.
• Coordinating appointments, bookings and scheduling requirements.
• Researching suppliers, services and quotations.
• Helping maintain visibility of important personal commitments, deadlines and renewals.

Additional Responsibilities

• Supporting invoice administration, payment follow-up and operational coordination activities.
• Assisting with travel, accommodation, events and logistical planning.
• Identifying opportunities to improve organisation, communication and efficiency.
• Taking ownership of tasks and responsibilities whilst exercising sound judgement regarding escalation and Managing Director involvement.

About You

This role will suit someone who genuinely enjoys creating organisation, structure and clarity in busy environments.

You are likely the type of person who naturally spots things that need doing, follows up on outstanding actions, keeps people accountable and enjoys ensuring that important tasks, deadlines and commitments do not get overlooked.

You will be comfortable managing multiple competing priorities whilst remaining calm, professional and highly organised.

You understand that supporting a busy Managing Director is not simply about diary management. It is about helping them focus their time where it adds the greatest value whilst ensuring that everything else continues to move forward effectively.

You are likely to enjoy solving problems, coordinating people, improving processes and helping busy individuals stay organised and productive.

As trust develops, you should be comfortable supporting both business and personal administrative requirements where appropriate.

This Role May Suit Someone With Experience As A:

• Executive Assistant
• Personal Assistant
• Operations Coordinator
• Business Support Manager
• Office Manager
• Virtual Assistant
• Project Coordinator
• Operations Manager
• Chief of Staff Support/Executive Operations Support

We Are Looking For Someone Who Is:

• Highly organised and dependable
• Proactive rather than reactive
• Professional, trustworthy and discreet
• Comfortable exercising judgement and making sensible decisions
• Confident communicating with senior stakeholders
• Able to work independently with minimal supervision
• Strong at prioritisation and time management
• Detail-oriented without losing sight of the bigger picture
• Comfortable challenging constructively when appropriate
• Able to identify issues before they become problems
• Calm and effective when managing competing priorities
• Focused on solutions rather than obstacles

Essential Skills & Experience

• Diary and calendar management
• Executive or senior stakeholder support
• Strong administration and organisational skills
• Excellent written and verbal communication
• Microsoft Outlook, Word, Excel and Teams proficiency
• Ability to manage multiple priorities simultaneously
• Strong attention to detail
• Ability to coordinate actions, deadlines and follow-up activities
• Confidence handling confidential information
• Excellent written English

Desirable Skills & Experience

• Experience supporting business owners, founders or directors
• Experience within professional services
• CRM administration and reporting experience
• Bookkeeping, finance administration or invoice management experience
• Project coordination or workflow management experience
• Event planning or travel coordination experience
• Experience improving systems, processes or organisational efficiency
• Experience supporting both business and personal administration requirements

How to Apply

To apply, please submit:

• Your CV
• Confirmation of your general availability (days and hours typically available)

Suitable applicants will then be asked to complete a short online application consisting of a small number of questions designed to help us understand their experience, judgement and approach to executive support.

Applicants who progress beyond this stage will be invited to complete a short practical assessment based on realistic scenarios relevant to the role.

The assessment is expected to take approximately 20–30 minutes to complete.

A small number of candidates will then be invited to a final interview.

We appreciate the time candidates invest in applying and have intentionally designed the process to be proportionate whilst ensuring we identify the right long-term fit for both the business and the successful applicant.

Pay: £20.00-£25.00 per hour

Benefits:

• Work from home

Application question(s):

• Please briefly summarise your experience supporting Directors, business owners, senior executives, or in similar Executive Assistant, Personal Assistant, Operations Coordinator, Office Manager or Virtual Assistant roles, including the approximate number of years' experience.
• 4. Have you personally managed a Director's or business owner's diary and calendar? Yes/No

• 5. Have you personally managed a Director's or business owner's inbox and communications? Yes/No
• 6. This role may involve both business administration and selected personal administration support. Are you comfortable undertaking both? Yes/No
• In no more than 150 words, what do you believe is the primary purpose of an Executive Assistant?
• Having reviewed the advert, what do you believe are the three most important ways the successful candidate could add value to the Managing Director and wider business?

Please briefly explain why you have selected those areas.

Maximum 250 words.

Language:

• English (required)

Work authorisation:

• United Kingdom (required)

Work Location: Remote