Private Client PA

Accountancy Firm

Private Client PA

£30,000-35,000 per annum

West End

Permanent

Overall purpose of role

To ensure that an excellent standard of PA service and support is provided to a specific group of individuals at Partner level, within the Private Client department specified to assist them in achieving their overall business objectives. 

Main responsibilities

Meetings/travel

• Organising meetings including liaising with attendees, room/venue, catering, related diary management.
• Organising reasonably complex travel (both domestic and international).
• Preparing for meetings, note taking in meetings, and preparing minutes if required.
• Proactively reminding partner/director/manager of meeting attendance and pre-empting needs for meetings – e.g. ensuring travel paperwork, attendee lists, reports, files, pre-meets etc are arranged.
• Full diary management, being aware of partner/director/manager movements at all times and being proactive to minimise problems.

Clients and client service

• Proactively seeking to build a strong working relationship with clients and contacts including helping to ensure that client requests are responded to in a timely and appropriate manner.
• Data entry onto client relationship management and practice management information systems such as Goldmine and Practice Engine.
• Monitoring and managing partner/director emails, if required including preparing and sending responses if appropriate.
• Proactively assisting partner and team with administrative tasks, e.g., billing reviews, client engagement procedures, timesheets and expenses.
• Assisting with projects such as events, mailings, research, if required.
• Generating reports (e.g. work in progress) and producing fee notes etc from company’s systems.

General

• Assisting with partner/director maintaining confidential files if required.
• Audio and copy typing of correspondence, short letters, standard letters and/or lengthy reports and proposals using the company’s templates and corporate style.
• Producing PowerPoint presentations following corporate style.
• Reformatting/making amendments to documents.
• Printing documents from Word/Excel/Practice Engine.
• Creating document management system profiles and scanning documents as required
• Archiving documents once jobs are completed.
• Opening and distributing post, photocopying, binding, sending faxes, filing, maintaining files.
• Acting as a secondary contact for absent team members and assisting fellow secretaries and PAs with workflow, as required.
• Proof reading own work before submitting to partner/director/manager etc.
• Where required, to cover reception along with other PAs and secretaries on a rota basis.

General attributes required for Personal Assistant role

• Maintaining strict adherence to both client and staff confidentiality.
• Adhering to company’s risk management policies.
• Willingly carrying out any other duties required to meet with the needs of the business.
• Ensuring the company's client service standards are met.
• Flexibility regarding core working hours.
• Displaying excellent standard of English, both written and spoken.
• Displaying excellent attention to detail.
• Excellent team player who has a ‘can do' attitude and who demonstrates commitment to supporting colleagues within the PA/secretarial team.
• Professionally presented with excellent telephone manner.
• Experience of digital dictation and document management systems desirable.
• Advanced knowledge or Word, Excel, Outlook and PowerPoint.
• Extensive experience of organising travel, both domestic and international.
• Proven ability to take the initiative and deliver solutions to problems.
• Experience of working at partner level preferably within a professional company.

Attributes required specifically for this PA role

• Strong formatting skills in Word
• At least 2 years’ experience in a similar role
• Ability to work to tight deadlines under pressure