Job Description

Executive Assistant & People Operations

Tunbridge Wells

Hybrid – 3 days office / 2 days home

Initial onboarding period: full-time office-based

Are you an experienced Executive Assistant who enjoys being at the heart of a business – supporting senior leaders, keeping people processes running smoothly and making sure the office works brilliantly?

VisionTrack is looking for a highly organised and proactive Executive Assistant & People Operations professional to support our CEO and Senior Leadership Team while also taking ownership of a broad range of people, office and operational responsibilities.

This is a varied, hands-on role where no two days will be the same. You’ll be a trusted partner to senior leadership, a key point of contact across the business and someone who enjoys taking ownership, solving problems and keeping things moving.

The working pattern

This role is based in Tunbridge Wells (High Brooms) and requires three days per week in the office, with two days working from home.

During your initial onboarding and training period, you will be expected to work full-time from the Tunbridge Wells office while you get to know the business, systems, people and ways of working. Once fully up to speed, the role will move to the 3:2 hybrid pattern.

So, we’re looking for someone who is genuinely comfortable with regular office-based working and being a visible presence within the business.

What you’ll be doing

Executive Support

You’ll work closely with the CEO and Senior Leadership Team, providing proactive, high-level support including:

• Managing complex diaries, inboxes and changing priorities
• Acting as a gatekeeper and liaison for senior stakeholders, clients and partners
• Preparing presentations, reports, board papers and meeting agendas
• Attending leadership meetings, taking minutes and following up actions
• Organising UK and international travel and detailed itineraries
• Drafting internal communications on behalf of senior leaders

People Operations

You’ll also play an important role in supporting our employees throughout their journey with VisionTrack:

• Acting as a key administrator and super-user of our Dayforce HR system
• Coordinating new starters, contractual changes, promotions, salary changes and leavers
• Supporting recruitment administration, interviews, offers and onboarding
• Coordinating payroll changes with Finance
• Managing probation reviews and employee lifecycle administration
• Monitoring mandatory training and compliance
• Supporting employee engagement, wellbeing initiatives and company surveys
• Maintaining accurate and confidential employee records

Office & Business Operations

You’ll help ensure our Tunbridge Wells office continues to run smoothly, including:

• Managing facilities, suppliers and workplace services
• Coordinating office maintenance and improvement projects
• Supporting Health & Safety requirements, including First Aiders and Fire Marshals
• Monitoring office budgets, travel policies and supplier expenditure
• Supporting supplier onboarding, insurance records and compliance documentation
• Assisting with audits, business continuity and risk register reviews
• Supporting wider business projects and process improvements

What we’re looking for

We’re looking for someone who has:

• Strong experience as an Executive Assistant, Senior PA or within People/Business Operations
• Experience supporting a CEO, C-suite executive or senior leadership team
• Good knowledge of HR administration and the employee lifecycle
• Experience coordinating employee and payroll changes
• Excellent organisation and the ability to manage several priorities at once
• Strong written and verbal communication skills
• Confidence dealing with senior stakeholders
• Absolute discretion when handling confidential information
• Strong Microsoft Office skills and experience using HR systems
• A proactive approach – someone who spots what needs doing and takes ownership

Experience within a fast-paced SME, using Dayforce (or similar HR systems), or supporting wider business projects would be particularly useful.

Why VisionTrack?

VisionTrack is a fast-moving technology business operating within the video telematics space. This is an opportunity to work closely with senior leadership while gaining exposure across multiple areas of the organisation.

For someone who enjoys variety, responsibility and being genuinely involved in how a business operates, this is a role where you can make a real impact.

Location: Tunbridge Wells

Working pattern: 3 days office / 2 days WFH following onboarding

Onboarding: Full-time office attendance initially