Remote PA & Admin Assistant

SUMMARY:
Job Title: Remote Personal Assistant (PA) / Admin Assistant to Company Directors
Purpose: To attend to administrative requirements of the Company Directors
Reports To: Company Directors based in UK
Hours: Full-time, Monday to Friday, working UK times. Flexi hours as required.
Salary: Negotiable based on experience

POSITION INFO:
Job Description:
We are a dynamic and growing IT Managed Services Provider (MSP) serving schools, businesses, and organizations with tailored IT, data, voice, internet, and AV services. As the Administrative Assistant to the Managing Directors, you will play a crucial role in supporting their day-to-day operations, streamlining tasks, facilitating communication, and maintaining an organized virtual office. This role is suited to a proactive, organized, and resourceful individual with excellent interpersonal and communication skills, as it involves significant liaising with Directors and customers.
The necessary tech equipment, such as a PC, screen, and VOIP phone, will be provided by the employer to ensure seamless remote working.
 
Key Duties:

1. Email & Communication Management
• Manage inboxes by organizing, prioritizing, and responding to routine inquiries.
• Draft responses and send follow-up emails on behalf of the Directors.
• Act as the primary point of contact for internal and external communications.
2. Calendar & Appointment Coordination
• Schedule and organize meetings, appointments, and calls with clients and team members.
• Coordinate and manage the Directors’ calendar, avoiding scheduling conflicts.
3. Internal Team Coordination
• Serve as a liaison between the Directors and team members.
• Prepare agendas, take minutes, and track project updates.
4. Documentation & Reporting
• Prepare reports, presentations, and required documents.
• Organize and maintain company records and documentation.
5. Customer Relationship Management (CRM)
• Update and maintain CRM records.
• Track and follow up on customer feedback and queries.
6. Invoicing & Financial Assistance
• Assist with creating and sending invoices when required.
• Track payments and send reminders for outstanding invoices.
7. Travel & Logistics Planning
• Arrange travel, including flights, accommodation, and transportation.
• Coordinate logistics for client visits and conferences.
8. Data Entry & Database Management
• Input and maintain accurate data in relevant systems.
• Monitor data metrics related to customer interactions.
9. Task & Project Tracking
• Track tasks and projects assigned to the Directors and team, ensuring deadlines are met.
10. Client Support & Relationship Building
• Address inquiries and follow up to maintain high customer satisfaction.
11. Meeting Preparation & Follow-Up
• Prepare documents, send agendas, and ensure follow-up tasks are completed.

• Experience: Proven experience in a similar administrative or assistant role, ideally within the IT services industry.
• Communication Skills: Strong written and verbal communication skills with the ability to represent the Directors professionally.
• Organizational Skills: Detail-oriented and able to manage multiple tasks simultaneously.
• Technical Proficiency: Familiarity with CRM systems, MS 365 Suite (Word, Excel, PowerPoint, Outlook), project management tools and AI
• Time Management: Exceptional prioritization and deadline management skills.
• Proactive Attitude & Common Sense: Strong independent judgment and problem-solving ability.