Personal Assistant

Our well established client are seeking a highly experienced Personal Assistant to provide a high standard of professional and flexible support to partners and their teams across the business.

The role

To ensure the provision of a first-class PA service to 3 partners and their teams within this regional office.

RESPONSIBILITIES

Reporting to the Office Manager, responsibilities will include:

• Complex diary management for partners to include arranging meetings and conference calls, booking meeting rooms and required refreshments.
• Minute taking.
• Submission of expense claims.
• Booking travel, producing trip itineraries and logistics.
• Email management on behalf of Partners (if required)
• Liaising with clients and others in a professional and polite manner, following up on any agreed actions.
• Taking a proactive approach to building relationships with clients and their assistants in a professional manner.

Anti- Money Laundering (AML) & Billing

• Assisting partners and the client team with the AML process, to include delegation of appropriate tasks to Business Support Assistants within the team, following up on outstanding AML forms and proactive liaison with the AML team.
• Providing support with the monthly billing process, including raising bills and running reports.

Documents/Correspondence

• Preparing and formatting documents, to include Letters of Engagement, reports, client accounts 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, etc.
• 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.

They 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 manage expectations and provide realistic timelines for delivery.
• Ensures work is delegated or handed over to ensure timely completion.
• Well-developed communication skills - the ability to communicate in a confident and professional manner at all levels.
• Demonstrate proactivity and the ability to work on own initiative.
• Understands the deadlines of others and able to work flexibly around peak periods.
• The ability to adapt working styles to individuals' ways of working.
• Maintain high levels of confidentiality and discretion at all times.
• Reliable with a strong work ethic and a 'can-do' approach.
• High levels of IT literacy in Microsoft Word, Outlook, Excel and PowerPoint.
• Fast and accurate keyboard skills with excellent attention to detail, use of language and grammar.
• Previous experience of arranging client events and the confidence to play a pivotal role at such events is highly desirable.
• Able to work pro-actively to find ways of making fee earner lives easier.
• Previous experience of working within a busy corporate environment is essential, with professional services experience highly desirable.

Reward and benefits

• A 35 hour working week with a hybrid working policy with the flexibility to work from home for up to two days per week (our core hours are 10-4).
• Excellent benefits including contributory pension scheme, 25 days annual leave, Life Assurance cover and great flexible benefits and family friendly policies.
• Eligibility for the firm's Profit-Sharing Plan, paid in December.
• Eligibility for paid overtime or time off in lieu.

IF YOU ARE INTERESTED IN THIS POSITION PLEASE SUBMIT YOUR CV TO SONNY MEARS AT BROWNS RECRUITMENT GROUP AS DIRECTED.