PA to Office Managing Partner
PA to Office Managing Partner
This role offers an experienced secretarial specialist an opportunity to grow their career within a magic circle firm as a PA to the Office Managing Partner. The PA needs to be cooperative, proactive and able to support the OMP/Partner and Business Manager providing organisation and coordination skills.This is a role for a PA who thrives on supporting a challenging stakeholder group and delivering work of exceptional quality that enables the practice to continue to exceed expectations. The PA will be commercially astute and dynamic, and solutions oriented with strong experience of working within the sector. Energetic and enthusiastic, you will have the skills, knowledge and attributes to work flexibly and autonomously within our fast moving and changing environment.
Main Duties and Responsibilities of the PA
• Working co-operatively and proactively with the OMP/Partner and Business Manager in particular but also others in the firm at all levels. This will require a high degree of judgement and sensitivity, particularly as the PA will be privy to highly confidential information
• Acting as an ambassador for the OMP/Partner's office, ensuring that it is recognised for providing an efficient, effective and seamless link across the business
• Supporting the OMP/Partner's work schedule and any close connections, optimising the efficient use of time and resources through effective planning
• Email, diary and extensive meeting management. Proactively managing the Partner's inbox, commitments and diary, and in consultation with him, regularly raising issues with him to organise and agree actions and resolve conflicts within the diary
• Organising and co-ordinating location meetings and other internal meetings, video conferences, conference calls and making all the related facilities and room bookings. Also ensuring packs of key papers are prepared for meetings where required often with minimal instructions
• Responsibility for the organisation of various location led activities and requirements and providing support with ad hoc firm wide projects
• Anticipating logistical and practical arrangements and solutions in a very proactive way
• Ensuring that all requirements for travel, accommodation and facilities are met, including preparing itineraries of travel information and business commitments (e.g. meetings – who, where, maps, contact information etc.), including a high level of liaison with other offices. Taking responsibility for any international visit co-ordination necessary
• Arranging lunches, dinners and other events including reviewing venues, menu planning and negotiation on venue costs where appropriate
• Whenever possible participating in hub work and ensure any secretarial work (other than confidential) is directed through the hub. Engaging in appropriate delegation of tasks to and from the hub in order to meet deadlines
• Fielding calls on behalf of the OMP/Partner, dealing with queries arising, forwarding relevant matters and demonstrating the skill to act appropriately and accordingly to the situation
• Acting as a conduit for information flow, exercising judgement and discretion, ensuring key messages and details are communicated whilst maintaining the integrity of sensitive information
• Building and maintaining good relationships across the firm's network and acting as a gateway for information for colleagues. Proactively assisting key stakeholders around the business with all queries and requests. In particular, liaising and communicating with the OMP/Partner's key contacts across the business
• Developing and maintaining a robust filing system, with responsibility for ensuring the security of confidential information for all emails, hard copy correspondence and documents that pass through the Partner's office. Ensure clear and concise record keeping
• Undertaking responsibility for all the secretarial and administration needs of the OMP/Partner and proactively engage with and assist the wider team regarding work requirements and support them via the hub
Qualifications
Skills and Attributes
• Experience of working in a similar role in professional services preferably in a partnership environment
• Effective collaboration with the Business at all levels
• Many aspects of this role will be confidential and the individual will be required to maintain strict confidentiality and act with diplomacy, tact and discretion at all times
• Excellent IT skills, particularly MS Outlook, MS Word, Excel and PowerPoint
• Experience of working in an international firm or markets with an understanding of currency, time zones etc.
• Ability to work under pressure and at times to very tight deadlines with a calm and approachable manner
• Effective communication skills, both written and verbal with excellent attention to detail
• Strong problem solving skills - applying knowledge, judgment and solutions to problems (analysis, judgment, decision making)
• Outstanding organisational, time management and administration skills- establishing a course of action for self and or others to accomplish a specific goal, planning assignments with appropriate allocation of resources. Manages time effectively to maximise productivity and minimise cost. Achieves long and short term goals through effective planning
Not what you're looking for? Get headhunted for relevant jobs.
Upload your CV
More searches like this
Not what you're looking for? Get headhunted for relevant jobs.