Executive Assistant Jobs in Portsmouth PO1 | Immediate Start & Competitive Pay
HireNow is actively recruiting for a highly organised and proactive Executive Assistant to support senior leadership in a dynamic Portsmouth PO1 business. This is a fantastic temporary-to-permanent opportunity for an individual seeking a fast-paced, rewarding role with an immediate start.
Executive Assistant Job Description
Our client, a respected and growing organisation based in the heart of Portsmouth PO1, is seeking a dedicated Executive Assistant to provide comprehensive support to their senior management team. This is a pivotal role where you will be the central hub of communication and organisation, ensuring the seamless operation of executive activities. If you thrive in a fast-paced environment and excel at anticipating needs before they arise, this could be the perfect career move for you.
By applying through HireNow, you gain access to our extensive network of local employers and benefit from our personalised service. We don't just fill vacancies; we match skilled professionals like Executive Assistants, Casual Labourers, and Shop Assistants with roles that fit their skills and career aspirations. Whether you're looking for an immediate start or a long-term position, our team is here to guide you.
Key Responsibilities & Duties
- Complex Diary & Schedule Management: Proactively manage and coordinate complex executive calendars, including scheduling meetings, appointments, and travel arrangements (both domestic and international), while resolving conflicts efficiently.
- Communication & Correspondence Hub: Act as the first point of contact for internal and external stakeholders. Draft, prepare, and proofread professional communications, reports, and presentations to a high standard.
- Meeting & Event Coordination: Organise and minute high-level meetings, preparing agendas, collating documents, and ensuring all necessary technology and logistics are in place. May also assist with company event planning.
- Information & Project Management: Maintain confidential files and databases. Conduct research, compile data, and assist with special projects, ensuring deadlines are met and information is accurate and accessible.
- Administrative Excellence: Handle expense reporting, invoice processing, and office management tasks to ensure the executive's workflow is smooth and uninterrupted, allowing them to focus on strategic priorities.
Essential Skills & Experience
- Proven EA/PA Experience: A minimum of 3 years' experience in a similar Executive Assistant or Personal Assistant role, supporting at Director or C-Suite level, is essential. Experience gained within a corporate, professional services, or fast-paced SME environment is highly desirable.
- Exceptional Tech & Software Proficiency: Advanced skills in the Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) are mandatory. Experience with collaboration tools like MS Teams, SharePoint, or project management software is a significant advantage.
- Superb Communication & Discretion: Impeccable verbal and written English, with the ability to interact confidently with people at all levels. You must demonstrate absolute discretion and integrity when handling sensitive and confidential information.
- Proactive Problem-Solver: A forward-thinking, anticipatory approach is key. We need a candidate who can work autonomously, prioritise a complex workload under pressure, and find solutions before issues escalate.
Salary, Benefits & How to Apply
Compensation Package
This Executive Assistant position offers a highly competitive salary, commensurate with your experience and the seniority of the role. The exact figure will be discussed at interview and is reflective of the Portsmouth PO1 market rate for top-tier EA talent.
- Competitive annual salary (DOE)
- 28 days annual leave (incl. bank holidays)
- Company pension scheme
- Potential for performance-based bonus
- Central Portsmouth PO1 location with excellent transport links
- Professional development opportunities
The Application Process
To apply for this immediate-start Executive Assistant role in Portsmouth PO1, please follow the steps below. Our recruitment team at HireNow will review your application promptly and contact suitable candidates to arrange an initial interview.
- Submit Your CV: Ensure your CV is up-to-date, clearly outlining your relevant Executive Assistant experience, key achievements, and contact details.
- Initial Screening Call: Successful applicants will be invited for a brief telephone interview with a HireNow consultant to discuss your experience and the role in more detail.
- Client Interview: You will then be put forward for a formal interview with our client in Portsmouth PO1.
- Offer & Onboarding: Following a successful interview, an offer will be made, and our team will manage all onboarding and compliance checks for a smooth start.
If you are interested email your cv and info to info@hirenow.site.
Why Choose HireNow for Your Next Career Move?
As a leading recruitment and temporary staffing agency serving Portsmouth and the South Coast, HireNow specialises in connecting talented individuals with rewarding local opportunities. Whether you're an Executive Assistant, a GP Receptionist, or a General Labourer, we have the network and expertise to find the right fit for you.
Local Expertise
We have an in-depth understanding of the Portsmouth PO1 job market and employer landscape.
Personalised Service
You'll work with a dedicated consultant who gets to know your career goals and skills.
Diverse Opportunities
From temporary work to permanent careers, we offer a wide range of roles across sectors.
Streamlined Process
We handle the paperwork and negotiations, making your job search efficient and stress-free.
Frequently Asked Questions: Executive Assistant Roles
Career progression for an Executive Assistant in Portsmouth can be excellent. Many EAs progress to support more senior executives (e.g., CEO, Managing Director), move into Office Manager or Chief of Staff roles, or specialise in areas like Project Management, HR, or Events. The skills gained are highly transferable. For broader career insights, explore our Ultimate Guide to Modern Talent Sourcing.
Absolutely. A temporary Executive Assistant role is often used by companies as an extended interview. It allows both you and the employer to assess the fit without long-term commitment. Many of our temp assignments, like this one in Portsmouth PO1, have a clear temp-to-perm pathway. It's a fantastic way to demonstrate your value and secure a permanent position. Similarly, we see this with roles like Stock Replenishers and Maintenance Technicians.
Beyond technical prowess, the top soft skills are emotional intelligence, adaptability, and resilience. An EA must read the room, manage stakeholders with different personalities, and pivot quickly when priorities change. Exceptional organisational skill is a given, but the ability to remain calm under pressure is what sets the best apart. We assess these skills carefully for all our placements, be it for an Executive Assistant or a Remote Receptionist.
Our support is end-to-end. We begin with a comprehensive CV review and interview preparation, including insights into the specific company culture in Portsmouth PO1. We provide clear briefings on the role and the hiring manager's expectations. Post-interview, we gather and relay constructive feedback. Once you're placed, we conduct regular check-ins to ensure you're settling in well. Whether you're an Executive Assistant or looking for other jobs, you have a dedicated point of contact throughout.
Ready to Advance Your Career as an Executive Assistant?
This Executive Assistant role in Portsmouth PO1 is interviewing now and won't be available for long. Take the next step in your professional journey with HireNow.
Apply Today for Immediate Consideration →Or call our Portsmouth team on +44(0) 2030 868090.
A Day in the Life of an Executive Assistant in Portsmouth PO1
To truly understand the impact of this role, let's walk through a typical day. The environment is fast-paced and varied, centred around enabling senior leadership to operate at peak efficiency.
Strategic Start
The day begins by reviewing the executive's calendar, confirming all meetings, and preparing a brief morning briefing document. This includes key points for each appointment, necessary documents, and flagging any potential schedule conflicts. Urgent emails from international partners are triaged and responded to.
Core Execution
Facilitating a board committee meeting: setting up the video conference, distributing the finalised agenda, taking concise but comprehensive minutes, and capturing actionable items. Simultaneously, you manage a logistical change for next week's client visit, rebooking travel and notifying all parties seamlessly.
Project & Foresight
Dedicated time for a special project—perhaps researching potential venues for the company's annual strategy offsite. You compile a comparative report with costs, capacities, and testimonials. You also proactively draft communications for a sensitive internal announcement, ensuring tone and messaging align with company values.
This snapshot illustrates the role's rhythm: a blend of structured administration, dynamic problem-solving, and strategic foresight. The successful candidate will not just react to needs but will actively shape the executive's workflow for greater productivity.
The Portsmouth PO1 Business Landscape: Your Working Environment
Portsmouth's PO1 postcode, encompassing the city centre and historic dockyard, is a unique and thriving commercial hub. As an Executive Assistant here, you will be at the heart of a diverse economy.
Businesses in this area range from innovative tech start-ups and maritime defence contractors to thriving professional services firms and public sector headquarters. This diversity means the culture of your potential employer could vary significantly:
- Maritime & Defence: Often more structured, with processes around security and compliance. Your role may involve handling classified information and liaising with government contacts.
- Digital & Creative SMEs: Typically more agile and informal. You might support a founding CEO directly, with responsibilities stretching into event marketing or client onboarding.
- Professional Services (Legal, Finance): Demand exceptional precision, confidentiality, and client-facing polish. Billable hours and client satisfaction are key drivers.
Understanding this context is crucial. The"fast-paced environment" we mention is nuanced—it could mean the pace of rapid scaling in a tech firm or the high-stakes, deadline-driven environment of a legal practice. During our screening process, we ensure alignment not just of skills, but of work-style preference and cultural fit.
Beyond the Basics: Advanced Tools & Technologies for the Modern EA
While Microsoft Office proficiency is a stated requirement, top-tier Executive Assistants are now leveraging a suite of advanced tools to deliver unparalleled support. Familiarity with these platforms is a significant differentiator.
| Tool Category | Example Platforms | EA Application |
|---|---|---|
| Travel & Expense Management | SAP Concur, TravelPerk, Expensify | Streamlining complex multi-city travel itineraries, automating expense report creation and policy compliance, providing real-time travel alerts. |
| CRM & Contact Management | Salesforce, HubSpot, Microsoft Dynamics | Maintaining key stakeholder and client records, tracking communication history, preparing executive briefings ahead of important calls or meetings. |
| Project Management & Collaboration | Asana, Trello, Monday.com, Slack | Coordinating cross-departmental projects, tracking action items from meetings, creating shared timelines, and centralising communication to reduce email clutter. |
| AI & Productivity Assistants | Otter.ai, ChatGPT for Business, Microsoft Copilot | Transcribing meeting notes in real-time, drafting initial versions of communications, summarising long reports, and optimising calendar scheduling. |
Don't be daunted if you haven't used all of these. The key is a demonstrated aptitude for learning new systems quickly. In this role, you may have the opportunity to recommend and implement such tools to enhance departmental efficiency, adding tangible value beyond your core duties.
Candidate Spotlight: From Temporary EA to Office Manager
To illustrate the potential of temp-to-permanent roles, consider the journey of"Sarah," a candidate we placed two years ago in a similar Portsmouth PO1 Executive Assistant position.
- The Start: Sarah began a 3-month temporary contract supporting a Director in a maritime services company. Her initial goal was to gain experience in a new sector.
- Adding Value: Within weeks, she reorganized the digital filing system and introduced a new process for tracking client deliverables, saving several hours of work per week.
- The Transition: Offered a permanent EA role after two months, she then gradually took on oversight of the small office's administrative team.
- Today: Sarah is now the Office Manager, responsible for facilities, onboarding, and a team of two administrators. Her salary has increased by 40% since her initial temp role.
"The temporary contract was my foot in the door. It allowed me to prove my capabilities in a real-world setting. HireNow's support was crucial—they helped me negotiate the permanent offer and provided great advice throughout."
Preparing for Your Executive Assistant Interview in Portsmouth
Securing an interview is the first step. Excelling in it requires specific preparation. Here’s what our recruitment consultants advise candidates to focus on for EA roles at this level.
Behavioural & Scenario-Based Questions
Expect questions that probe your judgement and past behaviour. Use the STAR (Situation, Task, Action, Result) method to structure your answers.
- "Describe a time you had to manage a significant scheduling conflict or last-minute change for an executive." Focus on your calm re-prioritisation and communication.
- "Tell us about a situation where you exercised discretion with highly sensitive information." Emphasise your understanding of protocols and integrity.
- "Give an example of how you anticipated a need before being asked." This is your chance to showcase proactivity. Detail the process that led to your foresight.
- "Walk us through how you would prepare your executive for a crucial board meeting." Demonstrate a systematic approach: agenda review, document collation, briefing notes, tech checks, and contingency planning.
Practical Assessments & Portfolio
Increasingly, employers include practical tests. Be ready to demonstrate your skills in real-time.
- Inbox Management Exercise: You may be given a simulated executive inbox and asked to prioritise emails, draft responses, and schedule items.
- Document Preparation: You could be asked to format a complex report in Word or create a clear, impactful presentation slide deck from raw data in PowerPoint.
- Calendar Juggling Test: A common assessment where you must optimise a chaotic calendar based on a set of shifting priorities and constraints.
- Bring a Portfolio: If possible, bring anonymised examples of work that demonstrate your skill—a complex travel itinerary you organised, a process flowchart you designed, or a newsletter you compiled. This provides tangible proof of your capabilities.
Remember, the interview is also for you to assess the company. Prepare thoughtful questions about the executive's working style, the company culture, and how success is measured in the first 90 days. This demonstrates your strategic partnership mindset.