Personal Assistant – 12 Month Contract

As the Personal Assistant, you will manage a broad range of tasks including diary management, travel coordination, correspondence handling, and project assistance. The ideal candidate will possess a high level of discretion, exceptional communication skills, and a proactive approach to problem-solving. Castle Air are Specialists in rotary aviation services. Providing solutions for rotary engineering, training and charter across the UK and Europe for over 40 years.
Key Responsibilities:
Diary and Schedule Management:
Efficiently manage and prioritize the Managing Director’s calendar, coordinating meetings, appointments, and events, ensuring there are no scheduling conflicts. Prepare the MD for upcoming meetings and engagements by providing relevant background information and materials.
Travel Arrangements:
Organize complex travel itineraries, including flights, hotels, ground transportation, and visas, while ensuring all logistics are smoothly coordinated, both for domestic and international travel across different time zones.
Communication Management:
Handle and prioritize incoming calls, emails, and correspondence for the Managing Director. Respond to requests on their behalf when appropriate and ensure timely follow-up.Prepare agendas, take minutes during meetings, and ensure follow-up on action items. Organize any necessary meeting materials, presentations, or reports required for the MD’s engagements.Handle confidential information with discretion and professionalism at all times, maintaining the trust and confidence of the Managing Director and the organization.Provide administrative support for various projects and initiatives led by the Managing Director, including tracking progress, managing deadlines, and ensuring all necessary documentation is in place.Assist the Managing Director with personal tasks as needed, ensuring a balanced workload and helping to manage both professional and personal commitments effectively.Assist with the planning and coordination of events such as conferences, meetings, or corporate functions hosted by or involving the Managing Director. Including attending events when required.
Meeting Preparation and Support:
Confidentiality and Professionalism:
Project Assistance:
Personal Support:
Event Coordination:
Property Management Assist with the management of the Managing Director’s personal properties, including coordinating maintenance, handling tenant inquiries (if applicable), scheduling inspections, and liaising with property managers or contractors. Ensure the properties are well-maintained and any urgent issues are addressed promptly.

1. Uniform Management:
Oversee the ordering, distribution, and maintenance of company uniforms for staff, ensuring stock levels are maintained and employees are provided with the required items in a timely manner.
2. Phone Management:
Manage and coordinate mobile phone contracts for the Managing Director and key staff, including upgrades, cancellations, and troubleshooting any issues related to phone services including the phone system across our bases.
3. Insurance Management:
Ensure that company insurance policies are up to date, including liaising with insurance providers, tracking renewals, and ensuring appropriate coverage for both business and personal needs (if applicable).
4. Company Vehicle Management:
Oversee the management of company vehicles, including scheduling maintenance, handling insurance, ensuring timely renewals of registrations, and coordinating with service providers. Ensure that all vehicles are compliant with company policies and are well-maintained.
5. Running Errands
Manage various errands on behalf of the Managing Director, including picking up documents, arranging deliveries, purchasing supplies, or other personal errands as required. Ensure errands are completed efficiently and within the designated time frame, contributing to the overall efficiency of the MD’s daily schedule.
Ad-hoc Tasks:
Undertake any additional duties or special projects as required to support the Managing Director’s daily work and long-term goals.
Required Skills and Qualifications:
Proven experience as a Personal Assistant or Executive Assistant, preferably in supporting senior leadership or C-suite executives.
Exceptional organizational and multitasking skills, with the ability to prioritize and manage a high volume of tasks in a fast-paced environment.
Strong communication skills, both written and verbal, with a professional and approachable demeanour.
High level of discretion and ability to handle confidential information with sensitivity.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
Excellent time-management skills and the ability to meet deadlines under pressure.
Ability to work independently and as part of a team, maintaining flexibility and adaptability as needed.
Strong attention to detail and a proactive, solutions-oriented mindset.
Flexibility to visit any of our 5 sites (across the UK) occasionally
Desirable Skills:
Previous experience supporting a Managing Director or senior executive in a corporate environment.
Experience within an aviation environment, in partial Helicopters
To Apply:
If you are an enthusiastic individual looking to contribute your skills in a dynamic environment while supporting our Director’s activities, we encourage you to apply for this exciting opportunity!