Our London office is seeking an experienced Personal Assistant to provide a high standard of professional and flexible support to partners and their teams across a London Team.
The role
To ensure the provision of a first-class PA service to a defined number of partners and their teams within the relevant office.
The responsibilities
Reporting directly to the EA – Team Lead, responsibilities will include:
- Diary management for partners to include arranging meetings and Teams calls, booking meeting rooms and required refreshments.
- Providing support to senior team members.
- Submission of expense claims.
- Desk/EO Room bookings using a booking system.
- Booking travel, organising itineraries and logistics.
- Inbox management on behalf of partners.
- Liaising with both internal and external clients in a professional and polite manner, following up on any agreed actions.
- Proactively building professional relationships with internal and external clients, as well as their assistants.
AML & Billing:
- Assisting partners, senior team members and the client team with the Anti-Money Laundering (AML) process, to include delegation of appropriate tasks to BSAs (Business Support Assistants) within the team, following up on outstanding AML forms and proactive liaison with the AML team.
- Providing support with the billing process, including raising bills and running reports. This is likely to include liaison with external clients.
- Assisting with the debtor process, including liaising with external clients when necessary.
Documents/Correspondence:
- Preparing and formatting documents, reports and various other correspondence.
- Collating and printing of agendas, presentations and meeting papers.
- Production of PowerPoint presentations.
- Proof-reading of all documents to ensure the delivery of work of the highest quality.
- Carrying out PDF manipulation.
Support of other functions/activities:
- Working with the central Marketing Team as required, to include helping produce tenders, credential sheets, events, pitches,
- Managing administrative marketing activities as required.
Relationship building/internal networking:
- Involvement in committees and steering groups relating to secretarial/administrative support/processes for the wider firm.
- Coaching and mentoring of Business Support Assistants.
- Support other members of the team and provide cover as and when necessary to ensure that work is completed to a high standard and meets required deadlines.
The team
Teams consists of an EA-Team Lead, Executive Assistants, Personal Assistants and a Business Support Assistant.
You:
We are looking for the following skills, knowledge and experience:
- Excellent organisational skills – the ability to take responsibility for own tasks and prioritise work in a calm and efficient manner.
- Well-developed time management skills – the ability to work to tight deadlines while maintaining a high standard of accuracy.
- Able to work pro-actively to find ways of making fee earner lives easier.
- Ensures work is delegated or handed over to ensure timely completion.
- Highly developed communication skills – the ability to communicate in a confident and professional manner with people at all levels.
- Excellent problem-solving skills coupled with empathy and understanding of the business and the people.
- Demonstrate flexibility/adaptability in meeting demands.
- High levels of IT literacy in Microsoft Word, Outlook, Excel and PowerPoint.
- Previous experience of working within a busy corporate environment is essential. Professional services/finance experience is desirable.
- Ability to understand budgets, costings and finance tasks such as Purchase Orders and Invoice processing.
- Able to work autonomously and display initiative when required.
- Able to work pro-actively and on own initiative to find ways of making directors lives easier.
- Understands the deadlines of others and is able to work flexibly around peak periods.
- The ability to adapt working styles to individuals’ ways of working.
- Reliable with a strong work ethic and a ‘can-do’ approach.
- Excellent attention to detail and use of language and grammar.