Personal Assisant to Head of Finance & IT

Personal Assistant to Head of Finance & IT
 
To provide efficient and proactive PA support to the Head of Finance & IT and administrative support to the IT Manager and the partnership. It is a varied role and will also require the Personal Assistant to take minutes for the numerous board/management meetings that he has to attend. The Personal Assistant will frequently liaise with senior partners (especially when he is not around) so someone comfortable with that. The Personal Assistant will be responsible for sending Finance/IT communication to the partners too. Confidentiality and discretion is key as this person will have full access to his diary and made aware of key information about the firm.
 
The Personal Assistant is required to manage his diary, monitor all of his emails, clear unnecessary ones etc. The Personal Assistant needs to be very organised and can look after his paperwork and know where various things are. Essentially, pull everything together! Therefore the role is more about managing and coordinating things and less focus on typing (typing will focus on small letters or emails for him rather than large documentation work). So much more of a modern PA role as opposed to a traditional secretarial position.
 
Duties of the Personal Assistant
• Diary management, arranging and booking of meetings, minuting meetings as required and co-ordinating travel arrangements.
• Liaising with external providers/professional advisors, ie the firm's accountants and insurance brokers.
• Drafting and dealing with confidential correspondence.
• Answering telephone calls and fielding those calls and/or relaying accurate messages.
• Keeping the paper and e-filing system up to date at all times.  Proactively managing documents and files.
• Managing all incoming post.
• Processing expenses as appropriate.
• Administrative support to SFMG – arranging meetings and managing attendee list.
• Administrative support in the preparation and filing of the firm's statutory accounts.
• General ad-hoc assistance to Head of Finance & IT as required.
Insurance
• Collating information for insurance rebroke i.e. PI, D&O, Group Personal Accident & Travel, Commercial Combined, Public and Employers Liability insurances etc.
• Processing of travel/office insurance claims as and when required.

Regular committee/management meetings
• Secretarial support to the Management Group i.e. agenda, minutes and actions follow up between meetings.
• Secretarial support to the Risk Committee i.e. agenda, minutes and actions follow up between meetings (when necessary).
• Secretarial support to the Managers' meetings i.e. agenda, minutes and actions follow up between meetings.

Partnership secretarial function
• Dealing with confidential documentation regarding the partnership
• Proactively managing new partner joiner/partner promotion administrative processes
• Ensure the Partners' Intranet is correctly maintained and updated
• Maintain database of partner information, ensure partners' personal records are up-to-date
• Secretarial support to the board of the Company Ltd when required
• Dealing with ad-hoc administrative requests regarding partners' personal/confidential matters, as required
• Any other duties as reasonably required.

Key requirements
• Ability to work both as part of a team and unsupervised to meet the varied needs of the business.
• Good communication and interpersonal skills
• Ability to work effectively under pressure and flexibly when required
• Excellent attention to detail essential
• Strong organisational skills with ability to prioritise workload
• Ability to pick up new systems and procedures quickly

Personal attributes
• Excellent administration, organisational and prioritisation skills with ability to manage time efficiently
• Good attention to detail. Accurate and thorough
• Motivated and pro-active with a 'can-do' approach
• Understanding of privacy and confidentiality
• Use of initiative with an ability to think on one's feet