Address
Form of work
SalaryTo ensure the provision of a first-class PA service to a defined number of partners and their teams within this regional office.
Client Details
Well respected business within professional services
Description
Reporting to the Executive Assistant/Office Manager, responsibilities will include.
Diary management for Partners to include arranging meetings and video conference calls, booking meeting rooms and required refreshments.
Taking Minutes of meetings.
Submission of expense claims.
Booking travel, organising 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, following up on outstanding AML forms and proactive liaison with the AML
Providing support with the 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.
Profile
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 manage expectations and provide realistic timelines for delivery.
Ensures work is delegated or handed over to ensure timely completion.
Able to work pro-actively to find ways of making fee earner lives easier.
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 is 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.
Acts as a positive role model at all times.
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.
Previous experience of working within a busy corporate environment is highly desirable
Job Offer
- A competitive salary range of up to £32,000pa DOE.
- A supportive, team-oriented work environment.
- Opportunities for professional development and training.
- A central Edinburgh location, close to public transport and local amenities.
