Personal Assistant

About the Role

The role of Personal Assistant at GB Rail freight is to support the relevant Director(s), providing a professional service at all times across a wide variety of areas. Responsible, reliable and confidential, the PA will provide first class organisation and diary management.

This role is based in our Peterborough office and is a 12 month fixed term contract. The salary on offer is up to £30.000.

• Managing and prioritising the Director’s calendar, scheduling meetings, ensuring no conflicts.
• Coordinating travel arrangements and accommodation for meetings and visits across the country.
• Preparing agendas, briefing notes, and documents for meetings with customers and internal teams.
• Organising Director’s customer visits, ensuring all logistics are in place.
• Organising safety tours across sites, ensuring all logistics are in place.
• Organising customer dinners and evening events, including scheduling, invites, and logistics.
• Organising Director’s attendance at GBRf social events, including securing personal diary time and sharing logistical details.

• Coordinating meetings with key customers working with Head Of’s and Account Managers.
• Maintaining an up-to-date list of customer contacts and key stakeholders.
• Organising follow-ups and actions post-customer meetings to ensure continuity.
• Owning the regular updating of contract renewal timelines (using Head Of information).
• Mandating and recording customer engagement and contact (flagging up when customers have not been met or spoken to for a while).

• Supporting leadership training program coordination with the L&D Manager (arranging the venues and assisting with administration of attendees).
• Assisting with the production of reports, data, and presentations required for board meetings or strategy discussions.
• Collating monthly commercial & finance packs, ensuring a uniform template of presentation, and issuing out prior to the meeting.
• Taking notes and recording actions at key meetings.
• Organising and administering Team Conferences including venue booking, logistics, and agenda planning.
• Ensuring updates and internal communications are added to the internal website (the loop).
• Coordinating and administering the customer survey process.
• Overseeing the creation of portfolios and contract videos for internal communications.
• Administration and gatekeeping of the CRM system.
• Organising and administering internal audits.

• Ensuring that supported Directors have all necessary materials and preparation before meetings.
• Reminding Directors of key tasks, deadlines, and commitments.
• Managing expenses reports, invoices, and approvals as needed.
• Acting as a gatekeeper to protect the Director’s time and focus on high-priority matters.
• Recording and managing team events and arranging appropriate acknowledgement including cards and gifts.

• Self motivated and pro-active individual with good interpersonal skills
• Excellent verbal and written communication skills and the ability to communicate effectively with stakeholders across all levels of the business.
• Excellent organisational skills are a necessity in the role.
• Proven experience of maintaining high levels of confidentiality.
• Ability to multi-task and prioritise a busy workload.
• Proficient in all Microsoft packages
• Attention to detail, able to produce a high standard of work
• GCSE English and Maths (or equivalent) in grade C or above
• Flexible with working hours including some weekend working
• Willing to travel across UK, may include some overnight stays
• Great team player
• Experience of working within a busy administrative / customer service role

• Experience of working within a PA role
• Experience of using  would be advantageous.

• A generous healthcare package
• An online benefits portal offering hundreds of discounts at nationwide retailers
• An electric vehicle scheme (available after your first 12 months)
• Regular social events, including days out for you and your family
• Training and development opportunities, including internal courses and external certifications through our industry-renowned development programs. We prioritise your growth in line with our people-centric culture.