Executive Assistant (12 month FTC)

About Us

Procentia is an award-winning software and technology company specialising in the Pensions and Bulk Purchase Annuities market. We design intelligent solutions that put administrators and members at the heart of any pension scheme.

Established in 2002, we’re renowned for our web-based pensions administration and management system, IntelliPen. Our platform helps clients meet the demand for self-serve technology and provide meaningful consumer-like experiences expected from online platforms.

Trusted by administrators, employers and trustees, our software is widely regarded as the most comprehensive and feature-rich platform for modern pensions management.

IntelliPen comprises a suite of integrated modular systems that streamline processes from new member registration to online self-serve retirement, and enables collaboration on the same workflows. It delivers up to 90% time and cost efficiencies by automating member retirements, validation, benefit calculations, reporting and pensioner payroll.

With offices in the UK and North America, we support some of the largest pension schemes and plans across the private and public sectors.

We've been named 'Pension Technology Firm of the Year 2024' at the Pensions Age Awards, and voted ‘No.1 UK Pension Administration Software Provider’ in 2022 and 2023.

Procentia People are a community of passionate specialists dedicated to developing best-in-class software solutions and client service. We’re a vibrant assortment, everyone is welcome here.

We’re proud of our welcoming and open culture, and our Values. They’re not just words on paper – we’re dedicated to living them every day

The Job

This is a pivotal role in supporting the effectiveness and efficiency of Procentia’s Senior Management Team (SMT). As the Executive Assistant, you will act as a trusted partner, ensuring our senior leaders are well-prepared, informed, and able to focus on driving the business forward. You will be a professional representative of Procentia, fostering positive engagement with internal and external stakeholders, including clients, partners, and colleagues. In this role, you will draw on your proven Executive Assistant expertise to anticipate needs, manage complex schedules, coordinate meetings and events, and handle sensitive information with absolute discretion. You will be instrumental in streamlining processes, improving communication flows, and enabling the SMT to operate at their highest level.

The successful Executive Assistant will provide high-level administrative and organisational support to the SMT, manage communication on behalf of the SMT, drafting correspondence, and ensuring timely follow-up on actions and act as a central point of contact for senior-level enquiries, ensuring a professional and efficient response. You will support the delivery of key business projects and strategic priorities, maintaining confidentiality at all times and handling sensitive matters with professionalism and tact and assist with internal and external events, ensuring exceptional execution and stakeholder experience. This role will also contribute to Procentia’s corporate social responsibility and environmental initiatives, supporting alignment with wider group goals.

You will thrive in a fast-paced environment, managing multiple priorities with precision, and have a track record of enabling senior leaders to work more effectively. You are proactive, adaptable, and committed to delivering excellence in every interaction.

Here's What You'll Be Doing

Executive Assistant duties:

• Acting as the point of contact among executives, employees, clients and other external partners
• Managing information flow in a timely and accurate manner
• Managing executives’ calendars and set up meetings
• Managing executives email inboxes during absence
• Format information for internal and external communication – memos, emails, presentations, reports
• Take minutes during meetings & record actions
• Make travel and accommodation arrangements
• Co ordination of off site meeting & events for the SMT
• Working with the EA/PA teams at Brightwell to ensure smooth running of meetings between organisations.
  
  

Rack daily expenses and prepare weekly, monthly or quarterly reportsSubmit travel & expense claims for SMT.

• Credit card reconciliation for you & CEO for any spend
  
  

Office Manager duties – Providing cover whilst Office Administrator is absent:

• Responding to escalated meeting room management and office issues as appropriate – including monitoring of IT functionality and escalating issues to key departments,
• All-around administration support as directed .
• Being the point of contact for facilities related suppliers and ensuring office supplies and resources are restocked
• Key point of contact for work related travel with support from the Office Administrator.
• Support the co-ordination and facilitation of specific meetings, conferences and events, this could include quarterly town halls, annual user group meetings, Senior Management ad-hoc meetings, annual employee activities.
• Oversee stock review and ordering – facilities/office consumables, cleaning, etc.
• Building access – as per our policies & procedures.
  
  

Key Skills And Experience

• Proven Executive Assistant experience supporting senior leaders or C-suite executives in a fast-paced, dynamic environment.
• Exceptional organisational skills with the ability to prioritise, manage multiple tasks, and meet tight deadlines.
• Excellent communication skills—both written and verbal—with the ability to engage confidently and professionally at all levels.
• High level of discretion and confidentiality, with sound judgement and integrity in handling sensitive information.
• Proactive problem-solving skills, with the initiative to anticipate needs and act independently.
• Strong attention to detail combined with the ability to see the bigger picture in supporting business priorities.
• Advanced proficiency in Microsoft Office 365 (Outlook, Word, Excel, PowerPoint) and experience with online collaboration tools.
• Event coordination and meeting preparation expertise, including managing agendas, minutes, and follow-up actions.
• Adaptability and resilience, with the ability to work under pressure and adjust priorities as situations change.
• Professional presence and interpersonal skills to build trusted relationships internally and externally.
• Experience organising corporate events, conferences, or client engagement activities.
  
  

Lets Talk About What's In It For You...

• 25 days holiday (plus public holidays) increasing with length of service up to a maximum of 28 days, with carry over of up to 1 week
• Buying and Selling holiday (up to 1 week)
• Volunteer day
• 5% Employer contribution pension
• Life Assurance
• Private Medical Insurance
• Employee Assistance Programme (EAP)
• Health care cash plan
• Tusker – Electric Car Leasing scheme
• And many more..
  
  

Procentia is an award-winning software and technology company specialising in the Pensions and Bulk Purchase Annuities market. We design intelligent solutions that put administrators and members at the heart of any pension scheme.

Established in 2002, we’re renowned for our web-based pensions administration and management system, IntelliPen. Our platform helps clients meet the demand for self-serve technology and provide meaningful consumer-like experiences expected from online platforms.

Trusted by administrators, employers and trustees, IntelliPen is widely regarded as the most comprehensive and feature-rich platform for modern pensions management.

IntelliPen comprises a suite of integrated modular systems that streamline processes from new member registration to online self-serve retirement, and enables collaboration on the same workflows. It delivers up to 90% time and cost efficiencies by automating member retirements, validation, benefit calculations, reporting and pensioner payroll.

With offices in the UK and North America, we support some of the largest pension schemes and plans across the private and public sectors.

We've been named 'Pension Technology Firm of the Year 2024' at the Pensions Age Awards, and voted ‘No.1 UK Pension Administration Software Provider’ in 2022 and 2023.

Check out our locations here.