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Personal Assistant

3 months ago

London, Greater London, United Kingdom PA Full time

Company Overview


IGG is a dynamic, award-winning professional trustee company offering pragmatic, collaborative and professional trustee services to pension schemes throughout the country.

We support trustees and sponsors to manage their schemes in an increasingly challenging regulatory environment.

The 200+ strong team is made up of professionals who have joined the business with diverse backgrounds and specialisms, creating a governance powerhouse that includes a combination of legal, consultancy, investment, project management, administrative and business skills.


Overall Purpose of the role


The Personal Assistant (PA) is responsible for providing professional secretarial, administrative and project support to up to 8 Directors each and ad hoc support to Associate Directors/Trustee Managers.

The PA is also a member of a smaller team lead by the Office Manager to ensure the smooth running of the office.

The PA is a member of the wider Business Support Team providing a professional, friendly support environment for the whole business in the office and from home and stepping in and covering for other Business Support Team members when needed.


Key Responsibilities


The PA will be directed most of the time by their directors but at times will need to be proactive and use their own judgement.

The PA will need to establish priorities and how to multitask and maintain confidentiality at all times.

  • Diary Management: assist with diaries, arranging, rescheduling and confirming appointments.
  • Telephone Support: Receiving/making calls, taking accurate messages, liaising with clients.
  • Arranging meetings, lunches, dinners both internal and external, as requested.
  • Draft, prepare, format and/or distribute documents on behalf of directors and scheme related
- staff as requested; may include creating/manipulating Word, Excel, PowerPoint documents.

  • Organisation of documents to be wet or esigned and couriered to relevant parties.
  • Organise directors' travel arrangements (mainly UK) as required, in line with company policies.
  • Liaising with scheme teams and trustee boards to set up trustee and subcommittee meetings up to two years in advance.
  • Assist with claiming expenses for directors using expense system, if required.
  • Assist with Hospitality Logs for directors, if required.
  • Assist with setting up Annual Governance Reviews for all schemes.
  • Manage deed signing spreadsheet / arrange signing of deeds
  • DocuSign.
  • May be involved in minute writing for various committees/working groups that directors are involved in.
  • Project Work carry out adhoc project work as required and instructed by directors, Office Manager or Head of Business Support.
  • Cover each other in Business Support Team for holidays/sickness/or when workloads high.

Administrative and Office Assistance - working with Office Manager/Three PAs/Office Coordinator

  • Mann switchboard
  • Assist with managing archiving records and requests for retrieval or sending offsite.
  • Assist Office Manager with set up for all new starters and leavers from office admin point of view.
  • Fire Warden when in the office, along with all other Business Support Team Members.
  • First Aider optional. Training given.

Skills and Experience

Competencies:

  • God time management skills able to prioritise, organise workload and forward plan.
  • Capable relatinship skills to build rapport with all internal and external clients.
  • Diary management experience large part f job
  • God communication skills, written and verbal.
  • God numeracy skills
  • IT savvy t assist with meeting set up.
  • God attention to detail
  • Reliable will be relied upn by others in a client team and/or company.
  • Respnsible will own projects and see them through to the end.

Personal attributes:

  • Self
- mtivated

  • Team player
  • Cllaborative
  • Psitive approach to work
  • Flexible 'can d' attitude.
  • Tact and diplmacy
  • Willingness t learn and develop continuously.

Qualifications/ Experience:

  • 2+ years' experience in a similar level psition
  • Intermediate MS Office Skills Wrd, Excel and PowerPoint, Outlook, MS Forms


 Intermediate System Skills
  • Adbe, DocuSign, HR, Expenses, document management tools