Offer summary

Qualifications:

Strong administrative and organisational skills., Experience with basic bookkeeping processes., Proficiency in Microsoft 365, especially Teams, Excel, and Word., Ability to work independently in a fast-paced environment..

Key responsibilities:

Monitor and manage emails, providing daily summaries.

Maintain a virtual filing system for project documentation and reports.

Liaise with the bookkeeper to ensure timely financial updates and payments.

Support the director with task management, reminders, and report drafting.

Job description

We are looking for a highly experienced and proactive Virtual Personal Assistant to join one of our UK-based clients and to support a busy director and act as a trusted right hand. The ideal candidate should have strong administrative and organisational skills, experience working independently in a fast-paced environment, and a working knowledge of basic bookkeeping processes. Prior exposure to the construction industry would be a strong advantage, as it will help in understanding the nature of the projects, workflows, and terminology involved.

Requirements

Stay ahead of the director’s needs. Monitor and manage emails, provide daily summaries, and proactively prompt responses and actions.
Manage a running task list and follow up with staff to ensure timely progress—without the director needing to intervene directly.
Maintain a robust virtual filing system. Ensure all project documentation, handovers, insurances, and reports are well-organised, consistently named, and accessible to the right team members.
Experience with Microsoft 365 (especially Teams, Excel, and Word), PDF tools, and cloud storage is essential.
Remind employees of tasks and deadlines professionally and tactfully to maintain momentum and accountability within the team.
Draft and edit reports, create polished Excel trackers, and assist with writing up internal and client-facing documents.

Liaise with the bookkeeper to ensure regular financial updates are shared, reports are issued on time, and payments are actioned when due.

Prior experience in construction would be an added advantage inclusive of strong understanding of construction workflows, terminology, and industry dynamics
Self-starter who thrives working independently with minimal supervision
Demonstrated experience supporting a fast-paced, multitasking business owner or director
Highly organised, detail-oriented, and solutions-driven with a proactive mindset
Skilled in setting up and maintaining structured digital filing and document management systems
Composed under pressure and capable of turning disorganised priorities into clear, actionable plans
Intuitive and assertive, with the confidence to guide both the director and team toward task completion and operational efficiency

Required profile