Role Purpose
The purpose of the Personal Assistant role is to provide comprehensive administrative and organisational support to management, ensuring efficient coordination of schedules, communication, and operational tasks, thereby enabling the effective functioning of the business
Key Responsibilities
1. Executive and Diary Management

Managing the ESS MD’s diary and scheduling appointments
Coordinating meetings (internal and external)
Acting as the first point of contact for RS
Screening calls and emails

2. Communication and Correspondence

Managing correspondence on behalf of RS (e.g. client queries)
Liaising with clients, suppliers, and staff
Drafting professional communication on behalf of the MD.

3. Meeting & Administrative Support

Taking minutes and tracking action items
Filing and document management (physical and electronic)
Following up on outstanding matters (including quotes)

4. Operational & Logistics Coordination

Coordinating logistics for site visits / risk assessments
Coordinating office maintenance or service providers

5. Procurement and Stock Control

Ordering office supplies (stationery, cleaning supplies, refreshments)
Ordering stock from approved quotes
Ordering stock based on storeroom levels

6. Financial and Basic Administration

Managing petty cash or basic expense tracking
Processing invoices and purchase orders
Assisting with budgeting tracking
Reconciling expenses.
Loading of payments twice a month for RS to release.

7. HR and Staff Administration

Assisting with onboarding logistics (printing and preparing documents)
Maintaining leave records for office-based staff
Ensuring leave applications are signed off (ESS & The Sunflower Group)
Handling sensitive and confidential employee information

8. Client & Contract Administration

Preparing client reports based on “deep alerts”
Preparing annual increase letters / SLAs
Preparing quotes based on RS feedback
Keeping track of quotes

9. Technical & Project Coordination

Tracking deadlines and deliverables (technical side)
Following up with team members on job cards
Ensuring staff meet deadlines (rostering, payroll, etc.)

10. Marketing  Support Function

Preparing photos of stock for the Sunflower website