Role Overview

We are seeking a highly organised and proactive Personal Assistant to support senior management within a fast-paced automotive environment. This role is critical to ensuring smooth day-to-day operations across sales, purchasing, and client management, while maintaining a high level of professionalism and discretion.

Key Duties & Responsibilities

Executive & Administrative Support

• Manage diaries, appointments, and schedules for senior management

• Handle incoming calls, emails, and correspondence with clients, dealers, and suppliers

• Prepare documents, reports, contracts, and presentations related to vehicle sales and operations

• Maintain organised digital and physical filing systems, including vehicle and client records

• Coordinate meetings, agendas, and follow-ups across departments

Automotive Operations Support

• Assist with vehicle purchase and sales administration

• Liaise with dealers, brokers, transport companies, and service providers

• Track vehicle documentation including contracts, invoices, compliance, and delivery paperwork

• Coordinate vehicle logistics such as transport, collections, and deliveries

• Support onboarding of new dealer partners and maintain agreement documentation

Sales & Client Coordination

• Act as a key point of contact for high-value clients and industry partners

• Assist with client follow-ups, appointment bookings, and handovers

• Ensure customer experience standards are maintained at all touchpoints

• Support sales team with administrative tasks to improve efficiency and turnaround times

Financial & Reporting Support

• Assist with invoicing, expenses, and basic reconciliation

• Track commissions, settlements, and payment timelines

• Support end-of-month reporting and ad-hoc analysis

• Liaise with finance providers as required

General & Personal Support

• Manage travel arrangements, calendars, and reminders

• Assist with personal tasks and errands as required

• Anticipate needs and proactively resolve issues before they escalate

• Handle sensitive and confidential information with discretion

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Skills & Experience

• Previous experience as a Personal Assistant, Executive Assistant, or Office Manager (automotive industry highly regarded)

• Strong understanding of automotive sales processes and documentation

• Exceptional organisational and multitasking skills

• High attention to detail and strong follow-through

• Confident communicator with strong relationship-building skills

• Ability to work under pressure in a deadline-driven environment

• Proficient in Microsoft Office / Google Workspace; CRM or dealer management systems a plus