Commercial Assistant to CFO

PA/Commercial Assistant TO HEAD OF FINANCE

The company are in the interior design industry, working for private individuals who demand absolute perfection, quality without compromise and exquisite attention to detail. They require an experienced, talented and dedicated PA, who will take ownership of their role and become an indispensable member of our team.

Working as part of a 15 strong finance team reporting into Head of Finance, this role is key to the smooth running of the department and requires a passion for working to high levels of accuracy whilst under pressure. You will need to be flexible and adaptable, and problem solve on a regular basis using a common sense and practical approach. Your prior experience and knowledge will allow you to thrive in this role.

THE JOB ROLE

• Proactively manage inbox for Head of Finance, compose and prepare internal/external correspondence in addition to maintaining, answering and routing correspondence not requiring Head of Finance's attention
• Proactively draft replies to internal and external emails.
• Proactively manage and maintain diary and appointments, ensuring effective use of time and preparation of papers and information in advance
• Organise client documents (scanning, formatting, photocopying and collation of information where necessary).
• Update existing commercial contracts, and set-up new draft contracts, as required.
• Prepare and proof read all client correspondence.
• Prepare, issue and file all NDA agreements. Provide training for new joiners on how and when to use all NDA's
• Preparing packs and documents for board meetings and any other meetings
• Streamline day to day workload for Head of Finance, allowing time for new projects

• Manage Finance documents on the IT drive, ensuring all new Finance joiners are trained and using it efficiently.
• Delegate work in the Head of Finance's absence
• Linchpin role within the finance team, managing the finance studio space, coordinating workflow, annual leave and WFH planning, along with team events and associated team budgets
• Build excellent relationships with all internal contacts and key external companies/clients
• Receive visitors and be the first point of contact for all Departmental Queries
• Organising travel, preparing travel itineraries and collating related expenses is a minor part of this role
• General and routine office duties (sort and distribute post, maintain attendance schedule, photocopying, shredding, archiving, order stationery etc).

ESSENTIAL CHARACTERISTICS

Relevant Skills and Experience

• Commercial contract experience is essential
• Legal PA experience would be beneficial
• Previous experience within a finance department would be beneficial
• Proven commercial acumen is essential
• Client focused with the ability and desire to go the extra mile
• Advanced Excel and Word skills
• High level of accuracy and attention to detail
• Excellent organisational skills
• Clear and concise written and oral communication skills
• To be proactive and forward thinking with ability to remain calm under pressure
• Common sense to be able to spot potential issues early on
• The ability to see a task through to conclusion, regardless of the challenges
• Flexible and adaptable to meet urgent business needs

Remuneration and benefits

• Competitive salary available depending on level of experience
• Hours 9:30am - 5:30pm - Monday to Friday
• 24 days annual leave per annum (increasing with length of service)
• Lunch will be provided
• On completion of a successful probation period:
  • Private health insurance
  • Life insurance
  • Personal travel insurance
  • Discretionary bonus scheme
  • Company pension scheme
  • Season ticket loan
  • Ride to work scheme
  • Electric car hire scheme

Interview Process and Timeline

Interviews will be a minimum of two stages, and a mix of zoom and in person at the studio. Interviews are underway, with a view to the right candidate joining the team ASAP.