PA

PA to the Head of Product Development and Distribution

Location: London - West End

Salary: Up to £40,000 + comprehensive benefits

Gatehouse Bank is a leading Shariah compliant investment bank, with offices in the City and West End.

Based at their new Client Investment Office in the heart of Mayfair, a fantastic opportunity currently exists for a professional and experienced PA to join the team, providing one to one support to the Head of Product Development and Distribution, as well as team support.

MAIN DUTIES/KEY RESPONSIBILITIES:

• Full administrative support for the Head of Product Development and Distribution including organising and maintaining diaries, arranging meetings, making appointments, and booking travel arrangements (flights, accommodation, visas, etc.);
• Full administrative support for the junior members (2) of the London-based Distribution and Placement team, including organising and maintaining diaries, arranging meetings, making appointments, and booking travel arrangements (flights, accommodation, visas, etc.);
• Devise and maintain efficient data management and filing systems for the Distribution and Placement team ensuring regular and frequent audit and update;
• Dealing with all incoming email, faxes and post and occasionally corresponding on behalf of the Head of Product Development and Distribution and on behalf of junior team members;
• Management of Head of Product Development and Distributions’ attendance at various committees / meetings, including preparation of papers, monitoring of actions and their progress and minute taking;
• Producing / preparing / amending documents, reports, and PowerPoint presentations as and when required;
• Meeting and greeting visitors / clients at all levels of seniority;
• Manage / maintain the appraisal process for the Head of Product Development and Distribution’s direct reports;
• Assist in the annual review and updating of Department policies and procedures;
• Developing and implementing new administrative systems, such as record management and paperless filing systems;
• Responsible for working within and monitoring relevant budgets including travel, printing, marketing products etc.

OCCASIONAL DUTIES:

• To assist with the preparation for and organisation of corporate events. Where necessary to offer cover to other placement support roles;
• Some support outside standard working hours, including weekends when the Head of Product Development and Distribution and junior team members are travelling;
• Where necessary (e.g. during lunch breaks) to offer cover to the Receptionist position alongside other support functions.

FINANCIAL RESPONSIBILITIES:

Manage the expenses of the Head of Product Development and Distribution and junior team members, including travel currency orders and reconciliation, processing expense claims, and general administration.

RELATIONSHIPS (ORGANISATIONAL, EXTERNAL, ANY SPECIAL CONSIDERATIONS):

Internal

Build and maintain good relations with all staff members at all levels.

External

Build and maintain good relations with any relevant client contacts and support.

BACKGROUND/EXPERIENCE:

Minimum five years’ experience of working in a PA role preferably within a financial services or client banking environment.

Some experience of office administration is beneficial.

QUALIFICATIONS:

Required qualifications:

GCSE English and Mathematics.

Beneficial qualifications:

• Higher National Diploma in secretarial studies, business, administration, or management is preferable but not required;
• Numerical and / or business focussed qualifications would be advantageous;

First Aid and Health and Safety qualifications.

KNOWLEDGE & SKILLS:

Required knowledge & skills:

• Advanced WORD, EXCEL, and PowerPoint skills;
• Excellent organisational, time management and administrative skills.

Beneficial knowledge & skills:

• Basic knowledge of Access;
• Arabic language skills advantageous but not essential.

Personal Skills:

• Excellent oral and written communication skills at all levels;
• Proactive approach and ability to use initiative;
• Confident character able to adapt in demanding circumstances;
• Ability to work under pressure and to meet tight deadlines;
• Honest and reliable, discrete and an understanding of confidentiality issues;
• Clear attention to detail;
• Self-starting and able to work autonomously;
• Must be innovative, providing solutions which are appropriate for the business and fit for purpose.

To apply, please send CV entitled ‘PA to the Head of Product Development and Distribution’.

Gatehouse Bank plc is an equal opportunities employer. We are committed to ensuring that all job applicants and employees are treated equally, without discrimination because of gender, sexual orientation, marital or civil partner status, gender reassignment, race, colour, nationality, ethnic or national origin, religion or belief, disability or age.