To ensure the provision of a first-class PA service to a defined number of partners and their teams within this regional office.
Client Details
Well respected business within professional services
Description
Reporting to the Executive Assistant/Office Manager, responsibilities will include.
- Diary management for Partners to include arranging meetings and video conference calls, booking meeting rooms and required refreshments.
- Taking Minutes of meetings.
- Submission of expense claims.
- Booking travel, organising trip itineraries and logistics.
- Email management on behalf of Partners (if required)
- 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 and their assistants in a professional manner.
Anti- Money Laundering (AML) & Billing
- Assisting Partners and the client team with the AML process, following up on outstanding AML forms and proactive liaison with the AML
- Providing support with the billing process, including raising bills and running reports.
Documents/Correspondence:
- Preparing and formatting documents, to include letters of engagement, reports, client accounts and various other correspondence.
- Collating and printing of agendas, presentations and meeting papers.
- Production of PowerPoint presentations.
- Proof-reading of all documents to ensure the delivery of work of the highest quality.
- Carrying out PDF manipulation.
Support of other functions/activities:
- Working with the central Marketing Team as required, to include helping produce tenders, credential sheets, events, pitches, etc.
- Managing administrative marketing activities as required.
Relationship building/internal networking:
- Involvement in committees and steering groups relating to secretarial/administrative support/processes for the wider firm.
- Coaching and mentoring of Business Support Assistants.
- Support other members of the team and provide cover as and when necessary to ensure that work is completed to a high standard and meets required deadlines.
Profile
We are looking for the following skills, knowledge and experience:
- Excellent organisational skills - the ability to take responsibility for own tasks and prioritise work in a calm and efficient manner.
- Well-developed time management skills - the ability to work to tight deadlines while maintaining a high standard of accuracy.
- Able to manage expectations and provide realistic timelines for delivery.
- Ensures work is delegated or handed over to ensure timely completion.
- Able to work pro-actively to find ways of making fee earner lives easier.
- Well-developed communication skills - the ability to communicate in a confident and professional manner at all levels.
- Demonstrate proactivity and the ability to work on own initiative.
- Understands the deadlines of others and is able to work flexibly around peak periods.
- The ability to adapt working styles to individuals' ways of working.
- Maintain high levels of confidentiality and discretion at all times.
- 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 Microsoft Word, Outlook, Excel and PowerPoint.
- Fast and accurate keyboard skills with excellent attention to detail, use of language and grammar.
- Previous experience of arranging client events and the confidence to play a pivotal role at such events is highly desirable.
- Previous experience of working within a busy corporate environment is highly desirable
Job Offer
- A competitive salary range of up to £32,000pa DOE.
- A supportive, team-oriented work environment.
- Opportunities for professional development and training.
- A central Edinburgh location, close to public transport and local amenities.