Personal Assistant

• Full Time – Permanent Contract
• £30,000-£35,000/annum
• Onsite Role
• Based at Albany Office, Piccadilly, London, W1J 0HF

We are currently recruiting for a Personal Assistant to support one of our Founders here at Mad Swans. This is a full-time role and will be based in our office in central London. Internally, this role will be known as Assistant.

If you have experience in typing and are enthusiastic, positive and proactive, we would love to hear from you.

A high attention to detail is required and is essential for this role.

What we do

We are experts in our field, committed to creating boundary-pushing social spaces that spark meaningful connections through play in nature.

This summer, we’re opening our first countryside hangout for mavericks. The unruly. The friendship groups you wish you were in. The families you want to hang out with. For evenings that go on forever. And weekends that become folklore. Come for a good time. Come for a long time. Come for a breath of fresh air. Whoever you are. Come as you are.

Social play spanning Padel Tennis, Pickleball, Darts, Shuffleboard and Golf gives guests the chance to explore one game or sample them all, across a few hours, a day, or a long weekend. We’re all about great food, which is why we’ve teamed up with experts in their field to create two distinct dining experiences and endless ways to enjoy them. The Potting Shed proudly boasts a menu of refreshing takes on Brasserie classics while, in The Hangout, the focus is on shareable plates with no compromise on flavour. But wherever guests find themselves, from course to court, the meadow to the orchard, they’re never far from a plate of something delicious to satisfy any craving. And, for evenings that go on forever, an Eco Cabin for the night is only a starlit walk through the wilderness away.

What we can do for you

We understand that there’s more to life than work, which is why our roles are designed to allow exploration, from long-time passions to brand-new intrigues.

We believe that to be interested is to be interesting – that means industry-leading training within and outside of your specified job role. If you have a question, we want to provide you with the tools to answer it. As we make our start in the world, our team need to be able to wear a few different hats, which we treat as an opportunity, allowing you to take considered detours into topics of interest, in the pursuit of a broader, richer perspective.

And out of hours, our guests’ playground is yours too. Enjoy the wide variety of green spaces, and the games they host, at an exclusive rate. You’ll have the opportunity to get involved in all things Mad Swans, from padel lessons to cocktail workshops, after all, we want you to be as excited by our product as we are.

What there is to it

The Assistant provides a high level of support to the Founder/Director to ensure they are able to operate effectively and efficiently in their role.

The Assistant performs a range of tasks and duties such as typing emails, email management, diary management, coordinating meetings, preparing board packs and other general office management duties.

As the Assistant is both representing and working closely with the Founder/Director, a very high level of attention to detail and accuracy is required and essential for this role.

Key duties of this role will include the following:

Emails & Communication

• Listen to Dictaphone tape recordings and type emails on behalf of the Founder/Director
• Send emails once approved by the Founder/Director
• Monitor the email inbox and file emails as appropriate
• Handle confidential and sensitive information and data

Diary Management

• Active diary management ensuring the Founder/Director is aware of all meetings in their diary and on time
• Coordinate and plan meetings
• Send diary invites on behalf of the Founder/Director
• Book meeting rooms and make reservations as and when required

PA & Administrative Support

• Prepare Board Packs and circulate ahead of Board Meetings
• Print information, letters, meeting notes, presentations and decks when required
• Plan travel arrangements and book flights, trains, taxis and hotels when required
• Process all expenses and invoices on behalf of the Founder/Director
• Help and support the Founder/Director with any adhoc requests and requirements

Office Management & Customer Service

• Greet and welcome visitors
• Handle the post on a daily basis
• Send letters, documents and packages as and when required
• Order stationery and office supplies
• Ensure the Board Room and Meeting Rooms are well presented at all times and ahead of any meetings
• Handle any office management issues as and when required

Location – this is an office-based role and will be located at Albany Courtyard, Piccadilly, London, W1J 0HF.

Working Hours – the core office hours are 8.45 am to 6.00 pm.

Working Days – this role is primarily Monday to Friday.

Who we’re looking for

We are looking for a Personal Assistant who is:

• Able and happy to type a high volume of emails on behalf of the Founder/Director
• Detail orientated and comfortable working in a very fast paced environment
• Enthusiastic and positive
• Proactive and forward thinking
• Proficient in using Microsoft Office
• An excellent communicator
• Highly organised and able to multi-task
• Confident, outgoing and well-presented
• Self-driven and highly motivated
• Resilient by nature
• Solutions focussed

Please note, you must be eligible to work in the UK as we are unable to sponsor any work permits or visas.

How to Apply

If you believe you have what it takes to come on-board and would like to be part of something new and exciting, we would love to hear from you. Please simply apply by hitting the apply button.

Recruitment Agencies

We are not working with any recruitment agencies at this time. As such, we do not accept any speculative CV’s and/or candidate profiles and are, therefore, unable to consider these.