Pa/secretary

5 months ago

Cardiff, United Kingdom St David Recruitment Services Ltd Full time

**PA/Secretary**

**Cardiff Gate**

**Salary - Up to £28k DOE**

**Full Time (37.5 hours per week)**

**Permanent**

**Holiday allowance - 33 days (inclusive of bank holidays)**

**Excellent Benefits package**

Our client in Cardiff Gate is looking for an experience PA/Secretary to join their team.

**Essential**
- Diary management experience
- Experience in an office environment with a proven track record of providing administration assistance to individuals and to a team (guideline - 5 years minimum)
- Excellent accuracy and attention to detail
- Ability to work under pressure when managing several deadlines
- Excellent communication skills and high standards of grammar - verbal and written
- Proven ability to deal with clients, Partners, and all levels of staff.
- Excellent organisational skills using a methodical and flexible approach to tasks.
- Proficient IT skills (Microsoft Office i.e., Word, Excel, PowerPoint, Outlook etc.)
- Transcribing audio skills and typing speed approx. 75 wpm (desirable).

**Responsibilities**
- Outlook diary management for Partners to include room bookings for client/contact meetings; travel arrangements; hotel bookings; booking restaurants; booking external venues for team or client meetings as requested
- Field telephone calls for Partners, take messages and act where appropriate
- Action invoices and expenses for Partners
- Assist Partners with background research on clients / potential clients if required.
- Amend and format proposal documents (Word / Excel) and presentation documents (PowerPoint) on request from Partners (or Managers where they are working for the Partner) - including proof
- reading
- Collate mail shot letters and marketing materials for Partners using extracts from CCH/VPM
- Assist Partner(s) with project work if requested

**Administration**
- Carry out administration duties including (but not limited to) photocopying, printing, scanning, faxing, archiving, and retrieving files, locating missing files, binding of documents, mail redirections for clients registered at office
- Prepare engagement letters as instructed by Partners/Managers and take relevant action as required
- Ensure fee invoices/bills are prepared and printed on request from the Partners/Managers
- Typing - via shorthand notes or by taking instructions, audio, or copy - letters, accounts, file notes, reports and bills including digital transcribing and issuing of letters from system templates
- Complete Anti-Money Laundering (AML) forms following Firm’s AML procedures which may include running or arranging checks on the electronic system (currently LexisNexis/URU) for review by the Partner/Manager as required. Request photographic identity or other documents as required from the client
- Return of client records if required by Partner/Manager.
- Arrange and attend meetings and take minutes, arrange room bookings and agendas
- Prepare paperwork for team meetings when requested
- Update VPM / CCH for contact and client details where these are new / amended / need deleting (upon request from Partner/Manager).
- Prepare reports (Excel) for Partner/Manager from time recording system (CCH), when required.

**Liaison with Clients and Contacts**
- Be available to meet and greet clients and contacts in reception for Partners and Managers - for events, seminars, courses, meetings or to take delivery of client documents.
- Manage the return of client books if required to do so.
- Take calls / messages from clients and make calls to clients as is required to fulfil the duties above (administration only, not advisory).
- Liaising with different functions in the London office and the wider firm (e.g., IT) as required.

If this PA/Secretary position is of interest and you possess the relevant skills, please send your CV to us today.

INDPERM2

**Job Types**: Full-time, Permanent

**Salary**: £25,000.00-£28,000.00 per year

**Benefits**:

- Company pension

Schedule:

- Monday to Friday

Work Location: In person

Reference ID: PEM1061

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