Personal Assistant

2 weeks ago

Harrogate, United Kingdom Saffery Champness Full time

Our Harrogate office is seeking an experienced Personal Assistant to provide a professional, flexible and high standard of support to two very busy Partners and their teams across the office.

Working in a fast paced, sometimes demanding environment you must a self-starter, proactive and adaptable, confident in multi-tasking, able to prioritise your work and remain calm, confident and in control when under pressure.

**The role**:
Reporting to the Executive Assistant/Office Manager, responsibilities will include:

- Diary management for Partners to include arranging meetings, booking external venues and internal meeting rooms
- Minute taking (as required)
- Preparing and submitting expense claims
- Booking travel and accommodation
- E-mail management
- Participating in the Reception rota, assisting with meeting room servicing and filing incoming post
- 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, colleagues and intermediaries

**AML & Billing**:

- Assisting Partners and client teams with the new client set up and onboarding process
- Dealing with anti-money laundering requirements in a proactive manner
- Preparing and issuing Letters of Engagement
- Providing support with the billing process, including running WIP reports, raising invoices and sending to clients

**Documents/Correspondence**:

- Preparing and formatting documents including Letters of Engagement, reports, presentations and general correspondence
- Collating and printing of agendas, presentations and meeting papers
- Production of PowerPoint presentations
- Carrying out PDF manipulation

**Support of other functions/activities**:

- Proof reading of tenders and other documents
- Events organisation such as arranging lunches and client events
Relationship building/internal networking:

- Involvement in committees and steering groups relating to secretarial/administrative support and processes for the wider firm
- Supporting other members of the Support Team in times of business need as well as supporting other fee earning teams across the office

**The team**:
This role will be part of the Business Support Team comprising the EA/OM, one other PA and a Business Support Assistant.

**The office**:
This role will be based in our Harrogate Office but will be relocating to new offices in Leeds City Centre in late summer 2024.

**You**:
We are looking for the following skills, knowledge and experience:

- Excellent organisational skills with the ability to take responsibility for your own tasks and prioritise work in a calm and efficient manner
- Well-developed time management skills with the ability to work to tight deadlines whilst maintaining a high standard of accuracy
- Able to manage expectations and provide realistic timelines for delivery whilst ensuring that work is completed to a high standard and meets deadlines
- Able to delegate or hand over work to ensure timely completion
- Able to work pro-actively to find ways of making fee earner’s lives easier
- Well-developed communication skills and the ability to communicate in a confident and professional manner at all levels
- Demonstrate proactivity and the ability to work with minimum supervision and to use initiative
- Understand deadlines during busy periods and be able to work flexibly during these times
- The ability to adapt to different working styles to support Partners and others
- Maintain high levels of confidentiality and discretion at all times
- Must be 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 Word, Outlook, Excel and PowerPoint
- Taking responsibility for undertaking mandatory training to improve skills to meet the needs of the business
- Fast and accurate keyboard skills with excellent attention to detail, use of language and grammar

**Reward & Benefits**:

- A 35 hour working week with a hybrid working policy with the flexibility to work from home for up to three days per week (our core hours are 10-4)
- Excellent benefits including; contributory pension scheme, 25 days annual leave, Life Assurance cover and great flexible benefits and family friendly policies,
- Eligibility for the firm’s Profit-Sharing Plan. Paid in December.
- Eligibility for the discretionary bonus scheme.

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