Part Time Personal Assistant

1 week ago

London, United Kingdom The Maine Group Full time

Part Time Personal Assistant

Permanent

Hybrid

£32,000 pro rata

We are currently recruiting for a Part time PA to join and award-winning professional services provider

As PA you will be responsible for providing a reactive secretarial, administrative, and project support to up to 6 Trustee Directors within the organisation.

As an integral member of our Business Support Team, the Personal Assistant will be at the heart of our professional and friendly support environment, catering to the needs of the business as and when required. You will be adaptable and able to step in to cover for other members of the Business Support Team, contributing to the smooth and uninterrupted operations across the organisation.

Key duties and responsibilities:

- Assist with director's busy schedules, you will be adept at arranging, rescheduling, and confirming appointments.
- Provide top-notch telephone support, and liaise professionally with our clients.
- Have outstanding organisational skills that will shine as you arrange meetings, lunches, and dinners both internally and externally.
- Liaise with internal management, financial staff, external clients, and prospects, maintaining smooth communication channels.
- Liaise with Directors to understand the services they lead and pension schemes they work on and who else internally works on their schemes.
- Liaise with scheme teams to set up trustee and subcommittee meetings, ensuring smooth and efficient operations.
- Draft, prepare, format, and distribute documents on behalf of directors and scheme-related staff, including Word, Excel, and PowerPoint files.
- Organise directors' travel arrangements, handling expense claims and maintain and update Hospitality Logs for directors.
- May be required to assist with projects or committees for the directors.
- Fulfill the role of Fire Warden while in the office and optionally, as a First Aider after receiving proper training.

Experience required:

- Have experience in a similar role within a fast-paced environment, ideally 2+ years.
- Demonstrate proficiency in handling confidential and sensitive materials.
- Be familiar with other useful tools like Adobe, DocuSign, HR software, expenses management systems, and document management tools.
- Good time management skills - able to prioritise, organise workload and forward plan.
- Capable relationship and communication skills - to build rapport with all internal and external clients.
- Diary management experience.
- Good attention to detail.
- Reliable - will be relied upon by others in a client team and/or company.

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