Personal Assistant- Permanent

2 weeks ago

Midlothian, United Kingdom Page Personnel Finance Full time

To 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.

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