Personal Assistant

3 weeks ago

Greater London, United Kingdom FGS Global Full time

We are an agile, client-focused communication and reputation consultancy operating in many of the main financial centres around the world. FGS Global works with a variety of financial firms and blue-chip brands from a variety of sectors.

This is a 12-month maternity cover opportunity for a Personal Assistant based primarily in our London offices. The role is hybrid, with the expectation of being in the office for the majority of the week.


Personal Assistants form part of our Executive Support team, assuming primary responsibility for the effective support of our Partners with organising travel, corporate events and taking care of their diary management. Personal Assistants are expected to work flexibly in a fast-paced, diverse and dynamic team, and will play an integral role in supporting our leadership teams so they can deliver exceptional service for our clients.


PRIMARY RESPONSIBILITIES

  • Manage diary and coordinate schedules for a number of Partners, ensuring effective time management and prioritisation.
  • Organise and arrange all travel arrangements, including flights, accommodation and visa arrangements, collaborating with the Executive Support team and the Chairman's Executive Assistant.
  • Coordinate corporate events, overseeing the logistics of hospitality programs and ensuring their smooth execution.
  • Organise and manage internal and client meetings, including preparing meeting materials, scheduling appointments, and following up on action items.
  • Deliver high-quality work to tight deadlines, maintaining attention to detail and accuracy.
  • File expenses in a timely manner, ensuring accurate record-keeping and adherence to company policies.
  • Provide cover for other Personal Assistants when required, ensuring seamless support across the team.
  • Liaise with teams across the firm, building and nurturing effective working relationships.
  • Handle ad-hoc requests efficiently on a daily basis, demonstrating flexibility and adaptability.


ADDITIONAL RESPONSIBILITIES

  • Manage communications on behalf of the Partners, including phone calls, emails, and other correspondence.
  • Assist with document preparation, formatting, and proofreading to ensure consistency and professionalism.
  • Organise and maintain confidential information, databases, and filing systems.
  • Assist with project planning, coordination, and execution, monitoring timelines and tracking deliverables.
  • Maintain confidentiality and demonstrate discretion when handling sensitive information.


NECESSARY ATTRIBUTES

  • Enthusiastic team player, actively contributing to a collaborative and supportive work environment.
  • Hardworking, demonstrating a strong work ethic and the ability to handle a high workload.
  • Flexible and adaptable, readily adjusting to changing priorities and managing multiple tasks effectively.
  • Proactive, taking initiative and anticipating needs to ensure efficient operations.
  • Highly organised and efficient, maintaining a structured approach to work and demonstrating excellent time management skills.
  • Willingness to work late nights or early mornings, as required, with advance notice, to meet the demands of the role.
  • Demonstrates a strong sense of responsibility and integrity, trusted to handle and maintain confidentiality of sensitive information.
  • Team-orientated mindset, willing to provide support and cover for colleagues to ensure timely delivery of work and meet client demands.
  • Calm under pressure, maintaining composure and a positive attitude in demanding situations.


NECESSARY ATTRIBUTES

  • Enthusiastic team player, actively contributing to a collaborative and supportive work environment.
  • Hardworking, demonstrating a strong work ethic and the ability to handle a high workload.
  • Flexible and adaptable, readily adjusting to changing priorities and managing multiple tasks effectively.
  • Proactive, taking initiative and anticipating needs to ensure efficient operations.
  • Highly organised and efficient, maintaining a structured approach to work and demonstrating excellent time management skills.
  • Willingness to work late nights or early mornings, as required, with advance notice, to meet the demands of the role.
  • Demonstrates a strong sense of responsibility and integrity, trusted to handle and maintain confidentiality of sensitive information.
  • Team-orientated mindset, willing to provide support and cover for colleagues to ensure timely delivery of work and meet client demands.
  • Calm under pressure, maintaining composure and a positive attitude in demanding situations.

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