JOB TITLE: Personal Assistant (PA)
REPORTING TO: Managing Director
HOURS: Full Time
CONTRACT TYPE: Permanent
START DATE: ASAP
LOCATION: Office-based in Winnersh, Berkshire, with some flexibility for remote work, and occasional time required on event sites. (UK applicants only)
ABOUT US
EnTEEtainment is a leading event management company with over 40 years of experience delivering high-profile public events, festivals, and private celebrations. We pride ourselves on fostering a family feel within our team, valuing collaboration, loyalty, and a positive working environment. Passionate about staff welfare within the events industry, we are committed to ensuring our team feels supported, valued, and able to thrive.
Our reputation for professionalism and excellence is built on the dedication of our people, and we have several industry awards to show for it. Our team consists of four permanent staff, 2–3 core freelancers who work most of the year, and additional freelance support during peak event seasons. As we continue to expand, we are looking for dynamic and proactive individuals to join us on our journey.
JOB SUMMARY
The Personal Assistant (PA) will provide comprehensive support to the Managing Director, ensuring seamless operational support across both business and personal commitments. This role requires a highly organized, proactive, and adaptable individual with excellent multitasking skills and a strong attention to detail. The PA will oversee efficient diary and email management, lead key projects, handle administrative and financial processes, coordinate travel and meetings, and manage personal errands.
ROLES & RESPONSIBILITIES
The following outlines key responsibilities, with flexibility for ad hoc tasks as required.
DIARY & EMAIL MANAGEMENT
· Full access to the Managing Director’s emails, prioritizing key responses.
· Summarizing project updates and filing emails systematically.
· Efficient scheduling of meetings, events, and personal commitments.
· Arranging travel, accommodation, and detailed itineraries for business and personal trips.
CONTRACT & FINANCIAL ADMINISTRATION
· Preparing and sending staff work offers, contracts, and purchase orders.
· Managing bookkeeping, including expense receipts, bank reconciliation, staff expense approvals, and bill payments (EnTEEtainment uses Xero Accounting software).
ADMINISTRATIVE & OFFICE SUPPORT
· Preparing documents, reports, presentations, and spreadsheets as required.
· Assisting with meeting preparation, agenda planning, and minute distribution.
· Conducting market research, compiling information, and supporting decision-making.
· Designing and maintaining template documents and key administrative processes.
PROJECT & EVENT SUPPORT
· Assisting with project administration to ensure smooth execution and coordination.
· Supporting event planning and logistics as required.
SOFTWARE & SYSTEMS MANAGEMENT
· Using and managing online project management tools such as Jotform and Airtable.
· Maintaining and documenting key administrative processes such as budget reviews, contact sheets, and project templates.
CLIENT, SUPPLIER & STAFF LIAISON
· Handling client gifting, sourcing suitable presents, and managing follow-ups.
SOCIAL MEDIA & COMMUNICATIONS
· Monitoring company and personal LinkedIn profiles, ensuring engagement and responding when tagged/mentioned.
· Tracking client updates such as lineup or event announcements.
PERSONAL SUPPORT & ERRANDS
· Managing personal errands, bookings, and occasional household administration.
KEY SKILLS & ATTRIBUTES (WHO YOU ARE)
We are looking for a proactive, highly organized, and adaptable individual who thrives in a dynamic environment. The ideal candidate will:
· Be proactive, self-sufficient, and initiative-driven, always looking for solutions rather than problems.
· Have a positive, can-do attitude, remaining resilient and composed under pressure.
· Be highly organized, with excellent time management, prioritization, and multitasking skills.
· Demonstrate flexibility and adaptability, handling changing demands with ease.
· Be trustworthy, discreet, and confidentiality-conscious, managing sensitive information with professionalism.
· Be tech-savvy, with proficiency in Microsoft Office (Outlook, Teams, Excel, Word, PowerPoint) and a willingness to learn new tools like Jotform and Airtable.
· Have strong communication and stakeholder management skills, ensuring seamless interactions with clients, suppliers, and colleagues.
· Work well collaboratively within a team while also excelling independently.
· Be detail-oriented, with a keen eye for accuracy and process improvement.
· Possess strong problem-solving, decision-making, and adaptability skills, ensuring smooth operations.
· Be efficient and resourceful, ensuring seamless diary, travel, and email management.
· Maintain a professional yet approachable demeanor, fostering strong relationships with stakeholders.
· Be customer and stakeholder-focused, understanding the importance of exceptional service.
· Exhibit reliability and dependability, consistently delivering high-quality support.
· Remain calm and composed under pressure, able to interact professionally with high-profile individuals, VIPs, and celebrities without becoming flustered or starstruck.
EXPERIENCE & SKILLSET (WHAT YOU BRING)ESSENTIAL:
• Minimum 2 years’ experience as a PA, Executive Assistant, or in an equivalent role.
• Advanced diary, email, and office management skills, ensuring seamless scheduling and communication.
• Strong organizational, time management, and problem-solving abilities.
• Proficiency in Microsoft Office (Outlook, Teams, Excel, Word, PowerPoint), with experience in process creation, improvement, and efficiency.
• Experience in financial administration, expenses, contracts, and travel coordination.
• Ability to coordinate travel and itinerary planning, ensuring efficient logistics.
• Strong meeting preparation, agenda setting, and minute-taking skills.
• Ability to handle confidential and sensitive information with discretion.
• Full UK driver’s license.
BENEFITIAL
• Previous experience in event management or project coordination.
• Familiarity with online project management tools (e.g., Airtable, Jotform, Notion, Trello, Asana).
• Experience liaising with senior stakeholders, clients, and suppliers.
• A background in the events industry or a fast-paced, dynamic environment.
WHY JOIN US?
• Be part of a supportive, family-oriented team that values staff welfare.
• Work in a dynamic and evolving environment with exciting projects.
• Opportunities for event tickets on projects EnTEEtainment undertakes.
• Company social events.
• Pension enrolment.
• Additional annual leave allowance for each year of employment (up to 5 additional days).
DIVERSITY & INCLUSION
At EnTEEtainment, we are committed to fostering an inclusive and diverse workplace where everyone feels valued and respected. We welcome applications from all backgrounds, experiences, and abilities, regardless of age, gender, ethnicity, disability, sexual orientation, or any other characteristic. We believe that a diverse team brings fresh perspectives and creativity to everything we do. If you require any adjustments during the recruitment process, please let us know.
APPLICATION PROCESS & TIMELINE
We are looking for someone to start ASAP and will be reviewing applications as they come in.
Application Deadline: Friday 14th March – We encourage early applications, as we may begin shortlisting before the deadline.
First-round interviews (virtual): March 18–21.
Final interviews (in person): W/C March 31 (or sooner if available).
Job offer expected: By April 4.