Job title: Management Team PA
Job type: Permanent
Emp type: Full-time
Industry: Financial Services
Salary type: Annual
Salary from: GBP £45,000.00
Salary to: GBP £50,000.00
Location: London, UK
Job published: 29/07/2022
Job ID: 32552

Job Description

A wonderful opportunity for an experienced PA to work closely with, and in support of, the CEO and one other member of the Management Team. Working closely with the Chief of Staff, this will be a busy and visible role within the business, ideal for someone with previous senior level PA experience. 

Diary Management:

  • Providing extensive PA support to the CEO and one other
  • Acting as the ‘gatekeeper’ to the CEO
  • Ensure the executives keep to their schedules
  • Work closely with the Chief of Staff to track actions and support the CEO across all activity – ensuring the CEO is prepared before each meeting eg.. producing and/or collating papers, ensuring adequate prep time, sorting logistics
  • Anticipating and resolving issues in advance, eg. conflicting meetings
  • Thinking ahead, informing others of changes to schedule, eg. meetings running late
  • Organising prospect and client dinners and in-house lunches

 Travel:

  • Responsible for organising all necessary hotel and travel arrangements (international and domestic) as required, including foreign currencies, hotels etc.
  • Having regard for other meetings, time zones, transfer times etc.
  • Responsible for accurately preparing travel itineraries which include contact details, key addresses etc. and any relevant documents

Communication:

  • Answering the telephone in a professional manner, taking accurate telephone messages and dealing with them in an appropriate and timely manner
  • Managing the inbox – deleting junk, flagging urgent requests and following up as necessary on diary requests
  • Ensuring that both internal and external mail is dealt with promptly
  • Through regular contact, building good working relationships with PAs, clients, and senior management in the UK and other offices

Teamwork:

  • Working closely with the other PAs within the business
  • Building good relationships and working closely with the rest of the Management Team
  • Providing support to the Management Team with team socials, birthdays and expenses when necessary

Admin:

  • Updating the intermediary and prospect diary weekly for the CEO
  • Reconciling expenses and claims promptly and accurately
  • Recording interactions and adding prospects / clients in CRM 
  • Updating annual leave for CEO
  • Ensuring all printing requirements are met

Other:

  • Liaising with the Marketing team to organise internal events and get invoices signed by the CEO
  • Providing assistance with personal admin ie. doctors appointments, gym, family travel etc

Experience, Skills and Competencies Required

  • Prior experience working as a Personal Assistant on a 1-2-1 basis
  • Advanced knowledge of Outlook, Word, PowerPoint and Excel
  • Excellent interpersonal skills – able to communicate clearly and effectively at all levels within the business
  • Ability to maintain high level of confidentiality in respect of information/documents/projects being produced/undertaken
  • Ability to manage several projects simultaneously, whilst achieving consistently high standards of accuracy, detail and deadlines
  • Proactive attitude with the ability to act with good judgment and common sense on a day-to-day basis regarding assigned and ad hoc duties
  • Self-motivated, confident, resilient, a team player with a good sense of humour
  • Enthusiastic attitude, solutions focused, reliable with a flexible attitude towards working hours
  • Ability to work with limited direction and build up a thorough knowledge of an organisation

Lily Shippen are experts in recruiting top business support talent, including PAsEAs, Receptionists, Private PAs and Office Managers, on a temporary, permanent and fixed-term contract basis. We work with clients across the UK from our offices in London and Manchester, as well as servicing international and remote roles.