Personal Assistant to CEO/finance Assistant

**Role Profile**

**PA to Founder/Finance Assistant**

**Location**: Appledore, Ashford, Kent

**Salary**: depending on experience

**Reports to**: Co-Director

**Role background & overview**:
We are currently hiring at Purposeful Change and are looking for a PA to our CEO/Founder - Simon Lamb - to join our team. We are a small business that started out with just Simon at the helm & now 9 years on we have a talented core team of 7 people, 40 international facilitators and a fantastic global client base.

We need someone who will take the pressure off Simon by managing his diary brilliantly & being able to prioritise/organise his time. The other part of this role will be focused on managing our financial administration - invoicing, payroll & making sure we are compliant. Whilst this is a support role to Simon/the Purposeful Change business, we really need someone that wants to be part of a thriving team & who will really understand our business to help us make the right decisions around where we invest our time.

Do check us out on:
**Role description**:
**PA Duties**

**Diary Management**
- Booking client and internal meetings
- Overseeing Simon’s diary, making sure clashes don’t happen and flagging where they do
- Setting up coaching SOWs and payment structures
- Preparing agendas and circulating essential documents prior to meetings
- Attendance at meetings, note taking and circulating relevant actions post meeting
- Preparing, slides and guides upon CEOs direction
- Weekly align with CEO on upcoming commitments
- Updating team on diary constraints and explanation of contextual actions
- Maintaining excellent relations with clients and faculty alike
- Ensuring that project time is scheduled into the calendar
- Maintenance of CEO inbox and external inboxes
- Updating internal CRM system**Travel and expenses**
- Flight and accommodation research / booking
- Collating receipts and ensuring that all travel is booked appropriately
- Meeting financial deadlines to input into systems

**Coaching Management**
- Responsible for managing, tracking and billing of all 1:1 coaching calls with Simon

Other
- Ad Hoc tasks

**Financial Administration**
- Setting up clients in Sage Business Cloud (Sage One)
- Creating and managing all client invoices in Sage Business Cloud (Sage One), making sure they match SOW / POs and budget tracker
- Submitting client invoices either to the client direct or uploading client invoices into client specific dashboards (e.g. Microsoft Supplier Web and Coupa)
- Making sure all Purposeful Change information is correct and up to date in client specific dashboards
- Payment of all supplier invoices making sure they reconcile against SOW/ POs before payment
- Generating and managing the Debtors Report and chasing up payment of overdue invoices
- Assisting Thompson with monthly bookkeeping queries
- Monthly financial reporting
- Dealing with all Metrobank banking queries, downloading of statements etc.
- Internal expense management - gathering expenses, reconciling them against bank statements/receipts if to be expensed back to a client, making sure they get stored either (on Dext) and sent to Thompsons for bookkeeping

**HR / Payroll**
- Gathering and submitting monthly staff timesheets and expenses to Thompsons via Sage Payroll
- Managing monthly staff payroll payments via Metro Bank
- Creating monthly reports relating to salaries, PAYE and employee costs using data from IRIS reports

**Faculty Admin**
- Creating and sending out Consultancy Agreements and supporting documents
- Microsoft onboarding for all Associates, updating them on any new Microsoft policies and ensuring they have completed the required training
- Initiating and managing background checks for new Associates via Microsoft’s supplier, HireRight
- Creating V Dash set-ups via Microsoft Front Door and assisting if and where problems arise
- Assisting Faculty in setting up client meetings where necessary
- Faculty expense management/reconciliation before invoicing the client
- Acting as Purposeful Change’s main Supplier Contact for Microsoft - dealing with all queries from and to Global Learning & Development Support (GLD).
- Managing facilitator requests that come through Microsoft DST dashboard
- Generating Supplier Evaluation Reports via Microsoft’s custom Power BI Dashboard

**Compliance and Tax**
- Ensuring that Purposeful Change is compliant in regard to SSPA, US Tax laws etc.
- Completing the annual SSPA questionnaire through Microsoft’s Supplier Compliance Portal
- Management of the annual SSPA requirements including creating and updating all documentation that is required should we ever be audited
- Responsible for monthly PAYE payments to HMRC
- Responsible for VAT payments to HMRC

**Account Management**
- Booking facilitators for Microsoft D&I programme
- Main Supplier contact for all D&I queries
- Creating and managing D&I budget and admin docs

**Person Specification**:

- An experienced PA/Executive Ass