Personal Assistant

4 days ago

London, United Kingdom Your Resourcing Partner Full time

**Personal Assistant - Wealth Management**

We are recruiting for a Personal Assistant to support a successful partner practice of St. James’s Place Wealth Management, based in Harrow

The role would suit a professional individual who is willing to offer long term commitment to the role, where there will be the opportunity to progress from the PA to ultimately a Practice Manager should this be in line with their career aspirations.

This role would suit an individual with proven PA / Admin skills, who can hold their own, and act in a pro-active manner to meet the needs of the business. A professional approach to work and clients is imperative, whether this be face to face, in writing and over the telephone. They will be able to assist proactively with a variety of business support needs, willing to roll their sleeves up and get involved ensuring the company runs smoothly on an operational basis.

**Role purpose**

To provide full support to the Partner in terms of Practice administration support, whilst also providing a high level of client service to the high-net-worth clients.

**Role content**

The Personal Assistant role is a mix of both Administration support and Client Servicing and is broken down as follows.

**PA / Client Servicing**:

- Diary management - booking in existing and potential clients, plus all business-related appointments.
- 1:1 debrief meetings with the Partner following on from client meetings.
- Meeting pack; preparing Agendas, obtaining up to date wealth accounts, Client Registration Records, illustrations, letters of authority, and notes
- Meeting and greeting clients on arrival to the office.
- Managing post meeting client actions, and task management system.
- Dealing with all incoming telephone calls from clients and contacts.
- Management and maintenance of client servicing proposition for all existing and new clients, including organising client gifts, greeting cards, etc.
- Liaising with SJP internal administration centres regarding clients’ funds and investment queries.
- Organising and attending bespoke Client Events, including invitations, booking of venues, arranging speakers, maintaining attendance records, and some ad hoc projects
- Assist with all marketing initiatives including (but not limited to) client mailings, introducer and client referral programs, delivery of client gifts, advertising, and brand awareness
- Organising virtual Webinars for clients.
- Undertaking some evening calls to clients, where not possible to contact them during the day (occasional).

**Administration**
- Entering meeting notes and entering details onto Client Financial review
- Liaising with third party providers to obtain information on client’s policies as required
- Issuing letters of authority
- Using the internal intranet system to manage basic client enquiries
- Management of Work in Progress of all cases in hand and pro-actively moving these cases along to completion. Working closely with Paraplanner and being first point of contact with Paraplanner.
- Management of business pipeline
- Migrating data into existing database.
- Data cleansing from internal systems and reaching out to clients for updated details
- Scanning and filing all practice / client documentation both manually and on Cloud systems
- Managing all stationery and general office supplies

**Technical Requirements of the role**
- Good knowledge of Microsoft Office Products i.e., Word, Excel, Outlook
- Proficient in Mail merge
- Previous experience in a similar PA / Wealth Management support role highly desirable (although not essential)
- Computer literate, technically savvy
- iBusiness / Salesforce (training can be provided)
- Experience of managing social media sites, website, google etc desirable

**Person Specification**:

- Pro-active and structured approach to supporting the Practice’s administration needs,
- Able to work on own initiative in a fast-paced environment, often unsupervised.
- Able to work under pressure to meet specific time deadlines.
- Excellent communication skills, via face to face, in writing or telephone.
- High level of attention to detail / accuracy - spelling and proof-reading documents
- Enjoys working in an administrative capacity, supporting an individual and clients of HNW
- Identifying opportunities to improve the service level for the Practice as a whole, and suggesting new ideas to help improve the service the Practice provides to the client
- Good team player
- Approaches work positively with a can-do attitude and takes responsibility for tasks
- Positive telephone manner: Comfortable picking up the telephone to proactively request client feedback or promote a marketing event
- Trustworthy and loyal, seeking longevity in their next role

**Additional Information**:

- Hours of work: 9.30am to 5.30pm (or 9.00am - 5.00pm if preferred) Monday to Friday.
- Salary: £25-35K per annum
- Holiday: 20 days plus 8 public holidays
- Location: Harrow (HA3 7)
- Role: Office based
- P

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