Personal Assistant and Administration Lead

The Personal Assistant is a role which takes responsibility for assisting in the pro-active planning and organisation of Partners’ time, making arrangements and appointments for their work requirements to run as smoothly as possible. The PA needs to understand and support the Partners to achieve an appropriate balance of time between corporate, client and business development requirements.

The main focus for the role will be diary management, often needing to move meetings to accommodate more urgent requirements. Having strong attention to detail and excellent relationships will mean that errors are not made and stakeholders feel valued and informed about changes. Building strong relationships with client PAs is vital to enable access to client diaries. The PA will recognise that business development opportunities are the top priority for the company and particularly the Partner team, so will make time to accommodate this at very short notice. Planning diaries to make time for Partners to meet with teams, review documents and attend pitches will be essential. Balancing Partner time across client delivery projects is a key requirement for this role to ensure that Partners don’t spend more time on a particular project than they should. By liaising with project managers and the business development team, this information is known and the diaries should be proactively managed as a result.

The PA will also ensure that the Partners are fulfilling their corporate responsibilities, such as meeting regularly with their sponsees, completing feedback forms to time and leading learning and development sessions that they are facilitating. Excellent communication with the corporate team and the Partners’ client and business development teams is needed at all times.

Data entry to maintain key contacts and business development meetings is vital, to support Partners to meet their targets. Being proactive with updating databases is essential and researching to find information will support Partners with their client relationships.

As well as adhering to the CF values and associated behaviours, particularly behavioural attributes, including being unfazed by changing priorities, accepting there is always a to-do list and a straightforward and straight-talking approach when engaging with Partners. When working with colleagues in CF, clients, suppliers and people seeking to engage CF, kindness, diplomacy and professionalism are essential qualities.

The requirements, responsibilities and duties of the role will include, but are not limited to:

• Proactive diary planning and management
• 3-5 years of experience in an EA/PA role in professional services
• Manage and maintain the Partners’ schedules and appointments, setting them out in Outlook calendars
• Ensure Partners’ time is used effectively between corporate, client and business development requirements
• Maintain a log of business development relationship meetings, update CMAP and keep the BD team updated
• Act with agility on changing priorities, and manage any impacted individuals with care
• Forge trusted relations with the EAs and wider offices of key clients such that CF is seen as a good company to work with
• Meticulous planning of travel arrangements, making it smooth with easy-to-follow instructions (particularly when going to new locations)
• Middle East administration
• Management of all travel and accommodation bookings for CF staff trips to the Middle East
• Support in the planning of and preparation for events in the Middle East, including arranging venues, catering, invitations, and working closely with the Partner for the Middle East and Marketing to ensure appropriate guest lists
• Coordinate the creation and distribution of all paperwork needed for Middle East Operations Committee
• Act as a member of the Middle East Squad and lead coordination of squad meetings and events
• Own meeting minutes and the distribution of those minutes following the ME Operations Committee and other corporate meetings that relate to Middle East operations
• Support in the onboarding and induction of EA staff in the Middle East, ensuring they’re familiarised with EA ways of working in the UK
• Facilitate effective ways of working within the Middle East team, by sensitively organising team meetings, check ins and review time
• Demonstrate flexibility in working hours to ensure a working hour overlap between yourself and the Middle East team
• Support key account management in the Middle East, including creating and maintaining a tracker, and CMap as it relates to target and actual client relationship
• Correspondence and inbox management
• Monitor inboxes and support inbox management by deleting, filing, pinning and flagging where possible
• Address emails on Partners’ behalf where feasible
• Organisation and preparation of meetings and events
• Ensure Partners have the necessary paperwork for meetings
• Work closely with the business development teams to support core business development opportunities
• Work closely with client delivery managers to ensure the requirements for Partners are clear, and adequate time is scheduled
• Source appropriate venues and make reservations for work requirements
• Support the Partners to meet their corporate policy obligations by ensuring appropriate time is set aside to deliver on them, such as completing Personal Evaluation Forms and completing mid-year and end of year processes

Personal support

• Meet guests and take care of their needs
• Provide lunch and refreshments for Partners and the senior team when required

Benefits

• Holiday entitlement: 25 days a year, increasing by 1 day for every year of service up to a maximum of 35 days of holiday per year
• We contribute 7% of your salary into your pension, while you contribute 3% (or more if you like)
• Access to a flexible benefits programme giving you the chance to increase pension contributions, gain access to a cash plan or benefit from a ClassPass subscription
• Annual leave purchase: employees with less than 35 days annual leave entitlement are able to purchase additional annual leave days
• Income protection: in the event of long-term incapacity and a qualifying claim, 75% of salary will be paid
• Enhanced sick pay benefit beyond Statutory Sick Pay for up to a total 12 weeks in any 12-month period
• Life insurance covering four times your basic salary in a tax-free lump sum payable to your beneficiaries in the event of your death whilst in service
• Enhanced family leave policies: additional pay for parents who have a baby or adopt
• Access to an interest-free season ticket loan, repayable by 12 monthly instalments
• Workplace nursery scheme: access to a scheme to help working parents save tax and NI on the cost of the nursery care
• An employee assistance and wellness Program: including access to telephone counselling, life coaching, interactive tools online and digital content downloadable from Lifeworks
• Seasonal flu jabs: provided by Boots annually
• Eye care tests: vouchers and discounts at Vision Express
• Ride to work scheme, saving up to 42% on bikes and cycling accessories at Evans Cycles