Executive Assistant/PA to Director & Head Of Operations

Executive Assistant/PA to the Sales Director & Head of Operations

Company: Event & Media Structures Ltd (EMS) Location: Milton Keynes, Buckinghamshire Job Type: Full-Time, Permanent Salary: Competitive, dependent on experience Reporting To: Sales Director & Head of Operations

About Event & Media Structures

Event & Media Structures Ltd (EMS) is a leading specialist in the design, supply and installation of temporary structures for the live events, sports, entertainment and hospitality industries.

Working across the UK, Europe and internationally, we deliver innovative structural solutions for some of the world's most prestigious events, including Formula 1, LIV Golf, the Ryder Cup and major sporting and entertainment venues.

From camera towers and grandstands to VIP hospitality structures and bespoke brand activations, our business is fast-paced, creative and constantly evolving.

As we continue to grow, we're looking for a highly organised, proactive and enthusiastic Personal Assistant to support our Sales Director and Head of Operations in the day-to-day running of the business.

The Role

This is an exciting opportunity for an ambitious and capable individual to work closely with two senior members of our management team.

The successful candidate will provide a combination of executive assistance, sales administration, operational coordination and general business support.

You'll play an important role in ensuring that the Sales Director and Head of Operations can focus on business development, client relationships and project delivery, while you help keep everything organised, coordinated and running efficiently.

We're not looking for someone who simply manages diaries. We're looking for someone who can anticipate what's needed, take ownership of tasks and help drive things forward.

Key ResponsibilitiesExecutive & Personal Assistance

• Manage diaries, appointments, meetings and schedules for both directors.
• Coordinate UK and international travel, including flights, accommodation and itineraries.
• Monitor emails, prioritise correspondence and draft professional responses.
• Prepare meeting agendas, take minutes and follow up on actions.
• Manage reminders, deadlines and outstanding commitments.
• Act as a point of contact between directors, employees, clients and suppliers.
• Handle confidential and commercially sensitive information with discretion.

Sales & Commercial Support

• Assist the Sales Director with client enquiries, quotations, proposals and tender submissions.
• Track sales opportunities and ensure enquiries are followed up promptly.
• Help prepare presentations, commercial documents and client correspondence.
• Maintain accurate customer records and sales pipelines.
• Coordinate meetings with existing and prospective clients.
• Support the preparation and administration of contracts and commercial agreements.
• Assist with marketing initiatives, exhibitions and business development activities.

Operational & Project Support

• Assist the Head of Operations with project planning, scheduling and administration.
• Coordinate information between project managers, site teams, suppliers and clients.
• Track key project deadlines, deliverables and outstanding actions.
• Assist with organising site visits, meetings and operational arrangements.
• Support the preparation and management of project documentation.
• Help coordinate logistics, resources and subcontractor information where required.
• Ensure important operational information is communicated effectively across the business.

General Business Administration

• Maintain organised digital filing systems and company records.
• Prepare reports, spreadsheets and management information.
• Assist with purchasing administration and supplier correspondence.
• Support improvements to internal processes and communication.
• Take ownership of ad hoc projects and administrative tasks.
• Help ensure the smooth running of the wider office and management team.

About You

We're looking for someone who is naturally organised, confident, resourceful and comfortable working in a busy environment where priorities can change quickly.

Essential Skills & Experience

• Previous experience in a PA, Executive Assistant, Office Coordinator or senior administrative role.
• Excellent organisational skills and attention to detail.
• Strong written and verbal communication skills.
• Confident using Microsoft Outlook, Word, Excel and Teams.
• Ability to manage multiple tasks and competing priorities.
• Professional and confident when dealing with clients and senior stakeholders.
• Able to work independently, use initiative and solve problems.
• Trustworthy, discreet and reliable.
• A positive, flexible attitude and willingness to get involved.

Desirable Experience

• Experience within events, construction, scaffolding, engineering or a project-based industry.
• Experience supporting multiple directors or senior managers.
• Familiarity with CRM systems, quotations or project management software.
• Experience coordinating travel and international arrangements.
• An interest in live events, motorsport, sports or the entertainment industry.

What We're Looking For

The ideal candidate will be someone who:

• Thinks ahead: Anticipates what needs doing before being asked.
• Takes ownership: Sees tasks through to completion and follows up without prompting.
• Stays organised: Keeps on top of competing deadlines and priorities.
• Communicates confidently: Is comfortable dealing with everyone from site teams to senior executives.
• Adapts quickly: Enjoys variety and thrives in a fast-moving business.
• Has a can-do attitude: Is happy to roll up their sleeves and help wherever needed.

What We Offer

• The opportunity to work alongside senior leadership in a growing international business.
• Exposure to major sporting events, international projects and prestigious clients.
• A varied and interesting role with genuine responsibility.
• Opportunities for professional development and career progression.
• A supportive, friendly and ambitious team environment.
• The chance to make a real difference to the efficiency and success of the business.

Why Join EMS?

No two days are the same at Event & Media Structures.

One day you could be helping coordinate a project at Silverstone, the next assisting with an international event proposal or organising meetings with clients across Europe and the Middle East.

You'll gain valuable insight into the commercial and operational sides of a successful events business, working directly with the people responsible for its growth and delivery.

This is more than a traditional PA role. It's an opportunity to become a trusted and valued part of our senior management team.

Pay: £25,420.00-£42,520.00 per year

Benefits:

• Casual dress
• On-site parking
• UK visa sponsorship

Work Location: In person