Personal Assistant

The role of Personal Assistant at GB Railfreight is to support the relevant Director(s), providing a professional service at all times across a wide variety of areas.  Responsible, reliable and confidential, the PA will provide first class organisation and diary management.

Main Responsibilities

Administrative & Diary Management

• Managing and prioritising the Director’s calendar, scheduling meetings, ensuring no conflicts.
• Coordinating travel arrangements and accommodation for meetings and visits across the country.
• Preparing agendas, briefing notes, and documents for meetings with customers and internal teams.
• Organising Director’s customer visits, ensuring all logistics are in place.
• Organising safety tours across sites, ensuring all logistics are in place.
• Organising customer dinners and evening events, including scheduling, invites, and logistics.
• Organising Director’s attendance at GBRf social events, including securing personal diary time and sharing logistical details.

Stakeholder & Customer Engagement

• Coordinating meetings with key customers working with Head Of’s and Account Managers.
• Maintaining an up-to-date list of customer contacts and key stakeholders.
• Organising follow-ups and actions post-customer meetings to ensure continuity.
• Owning the regular updating of contract renewal timelines (using Head Of information).
• Management and recording of customer engagement and contact (flagging up when customers have not been met or spoken to for a while).

Internal Coordination & Team Support

• Supporting leadership training program coordination with the L&D Manager (arranging of the venues and assisting with administration of attendees).
• Assisting with the production of reports, data, and presentations required for board meetings or strategy discussions.
• Collating monthly commercial & finance packs, ensuring a uniform template of presentation, and issuing out prior to the meeting.
• Taking notes and recording actions at key meetings.
• Organising and administrating Team Conferences  including venue booking, logistics, and agenda planning.
• Ensuring updates and internal communications are added to the internal website (the loop).
• Coordinating and administrating the customer survey process.
• Overseeing the creation of portfolios and contract videos for internal communications.
• Administration and gatekeeping of the CRM system.
• Organising and administrating internal audits.

Additional duties

• Ensuring that supported Directors have all necessary materials and preparation before meetings.
• Reminding Directors of key tasks, deadlines, and commitments.
• Managing expenses reports, invoices, and approvals as needed.
• Acting as a gatekeeper to protect the Director’s time and focus on high-priority matters.
• Recording and managing team events and arranging appropriate acknowledgement including cards and gifts.

Skills and Experience 

• Self motivated and pro-active individual with good interpersonal skills
• Excellent verbal and written communication skills and the ability to communicate effectively with stakeholders across all levels of the business.
• Excellent organisational skills are a necessity in the role.
• Proven experience of maintaining high levels of confidentiality.
• Ability to multi-task and proritise a busy workload.
• Proficient in all Microsoft packages
• Attention to detail, able to produce a high standard of work
• GCSE English and Maths (or equivalent) in grade C or above
• Flexible with working hours including some weekend working
• Willing to travel across UK, may include some overnight stays
• Great team player
• Experience of working within a busy administrative / customer service role

Desirable

• Experience of working within a PA role
• Experience of using Monday.com would be advantageous.

GB Railfreight are proud to be one of the UK's fastest-growing rail freight companies, recognised for our reliability, growth, and commitment to delivering high-quality service. For over 20 years, we've been so much more than just trains — we're a dedicated team, committed to working together to deliver reliable, sustainable freight services and build strong partnerships across industries nationwide.

When you join GBRf, you become part of a team that truly values its people, works collaboratively, and takes pride in what we do — keeping goods moving through smarter, greener, and more efficient freight solutions.

We pride ourselves on being genuinely value-driven. Our core values guide everything we do, shaping our culture and actions:

Our Values

• Professionalism – Safety and security are paramount in our business, and we believe this forms the foundation of a high-achieving safety culture.
• Support – We look after our people, and they in turn are encouraged to look after each other.
• Communication – Transparency in our business is valued by both colleagues and customers.
• Trust and Empowerment – We believe openness and honesty create the best relationships, building trust and confidence.
• Enjoyment – Taking pleasure in coming to work at GBRf is actively encouraged, right from the top.

Key Benefits of Working With Us

As well as a competitive salary, annual leave package of 25 days plus bank holidays and enrolment into our Industry-Wide Defined Contribution Pension Scheme, we offer:

• A generous healthcare package
• An online benefits portal offering hundreds of discounts at nationwide retailers
• An electric vehicle scheme (available after your first 12 months)
• Regular social events, including days out for you and your family
• Training and development opportunities, including internal courses and external certifications through our industry-renowned development programs. We prioritise your growth in line with our people-centric culture.

Inclusion Without Exclusion

At GB Railfreight, we recognise that a more diverse range of people leads to greater innovation. We recruit and develop people best suited to the role requirements, regardless of background.

Our aim is to create a diverse workforce that reflects wider society. We champion diversity, inclusion, and wellbeing in the workplace, in alignment with our values.

If you're as passionate about Equity, Diversity, and Inclusion (EDI) as we are, we invite new employees to join our People and Culture working group and contribute to the ongoing work in this area.