Personal Assistant

To ensure that an excellent standard of PA service and support is provided a specific group of individuals, including at Partner level, within the Audit department to assist them in achieving their overall business objectives

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Role: Personal Assistant
 
Reports to: Partners & Directors
 
Department: Audit Department
 
Location
: 7-10 Chandos Street, London, W1G 9DQ


Main responsibilities
 
Meetings/travel
 
  • Organising meetings including liaising with attendees, room/venue, catering, related diary management.
  • Organising reasonably complex travel (both domestic and international).
  • Preparing for meetings, note taking in meetings, and preparing minutes if required.
  • Proactively reminding partner/director/manager of meeting attendance and pre-empting needs for meetings – e.g. ensuring travel paperwork, attendee lists, reports, files, pre-meets etc are arranged.
  • Full diary management, being aware of partner/director/manager movements at all times and being proactive to minimise problems.
 
Clients and client service
 
  • Proactively seeking to build a strong working relationship with clients and contacts including helping to ensure that client requests are responded to in a timely and appropriate manner.
  • Data entry onto client relationship management and practice management information systems such as Salesforce and Practice Engine.
  • Monitoring and managing partner/director emails, if required including preparing and sending responses if appropriate.
  • Proactively assisting partner and team with administrative tasks, e.g., billing reviews, client engagement procedures, timesheets and expenses.
  • Assisting with projects such as events, mailings, research, if required.
  • Generating reports (e.g. work in progress) and producing fee notes etc from company’s systems.

General
 
  • Assisting with partner/director maintaining confidential files if required.
  • Audio and copy typing of correspondence, short letters, standard letters and/or lengthy reports and proposals using the company’s templates and corporate style.
  • Producing PowerPoint presentations following corporate style.
  • Reformatting/making amendments to documents.
  • Printing documents from Word/Excel/Practice Engine.
  • Creating document management system profiles and scanning documents as required
  • Archiving documents once jobs are completed.
  • Opening and distributing post, photocopying, binding, sending faxes, filing, maintaining files.
  • Acting as a secondary contact for absent team members and assisting fellow secretaries and PAs with workflow, as required.
  • Proof reading own work before submitting to partner/director/manager etc.
  • Where required, to cover reception along with other PAs and secretaries on a rota basis.
 
General attributes required for Personal Assistant role
 
  • Maintaining strict adherence to both client and staff confidentiality.
  • Adhering to company’s risk management policies.
  • Willingly carrying out any other duties required to meet with the needs of the business.
  • Ensuring the company's client service standards are met.
  • Flexibility regarding core working hours.
  • Displaying excellent standard of English, both written and spoken.
  • Displaying excellent attention to detail.
  • Excellent team player who has a ‘can do' attitude and who demonstrates commitment to supporting colleagues within the PA/secretarial team.
  • Professionally presented with excellent telephone manner.
  • Experience of digital dictation and document management systems desirable.
  • Advanced knowledge or Word, Excel, Outlook and PowerPoint.
  • Extensive experience of organising travel, both domestic and international.
  • Proven ability to take the initiative and deliver solutions to problems.
  • Experience of working at partner level preferably within a professional company.
 
Attributes required specifically for this PA role
 
  • Previous work experience in the Professional Services Sector, not least in an Accounting or Legal business.
  • Strong formatting skills in Word
  • At least 2 years’ experience in a similar role
  • Ability to work to tight deadlines under pressure