Team Personal Assistant – Information Technology

Team Personal Assistant – Information Technology

This is a key role within the IT team and the successful candidate will be providing full, comprehensive support to the Director of IT in all aspects of their work and to the wider IT senior leadership team.

The Team PA must be highly organised, proactive and driven, with a strong track record in providing senior level support with discretion, sound judgment and emotional intelligence. The successful candidate will play an important role in supporting the effectiveness of the IT leadership team, providing high quality administrative and coordination support and acting as a key point of contact for the department. They will be confident in managing competing priorities, exercising judgement and ensuring a consistently high standard of service. We are looking for an exceptional colleague who is an outstanding professional in their field, someone who is happy to challenge the status quo and has a ‘firm first’ mentality.

Roles and Responsibilities

• Diary and Meeting Management – Manage complex diaries and coordinate regular and ad-hoc meetings, appointments and schedules for IT leadership, liaising with internal and external stakeholders.
• IT Team Coordination – Maintain oversight of the IT leadership and management team availability, including office attendance, planned absences and business travel, to support effective departmental planning and coordination.
• Meeting Administration and Actions – Coordinate meetings, prepare agendas and meeting materials, take minutes, maintain action and decision logs and proactively follow up on outstanding actions.
• Budget and Forecasting Administration – Support the management of IT budgets, including maintaining budget trackers, monitoring CAPEX and OPEX expenditure and coordinating forecasting with budget owners.
• Invoice and PO Processing – Process and monitor IT invoices, purchase orders and expenses, working with Finance, and internal stakeholders to resolve financial queries, discrepancies and outstanding payments.
• Supplier Coordination – Liaise with IT suppliers and external contacts regarding quotations, orders, invoices, meetings, deliveries and other ongoing administrative requirements.
• IT Equipment Ordering – Coordinate the procurement of IT equipment and accessories, including obtaining quotations and approvals, placing orders and monitoring deliveries.
• Travel Arrangements – Organise UK and international business travel, including flights, hotels, trains, taxis and itineraries, ensuring appropriate approvals are obtained where required.
• IT Reporting and Presentation Preparation – Prepare and coordinate management reports, presentations, meeting packs and other materials for IT leadership and departmental meetings.
• Organisation Chart and Intranet Updates – Maintain the IT organisation chart and keep the IT intranet page updated.
• Departmental Communications – Draft and distribute IT communications, announcements and meeting updates, and support the maintenance of departmental information and documentation.
• Facilities and Office Coordination – Liaise with Facilities and other internal teams on IT-related office requirements, including access, permits, contractors, workspace arrangements, equipment movements and other departmental requirements.
• IT Events and Socials – Coordinate IT departmental meetings, events, team activities and social initiatives, including venues, suppliers, communications and associated administration.
• General Administrative and Project Support – Provide wider administrative and coordination support across the IT department, including IT projects, governance activities, strategic initiatives, operational activities and other ad-hoc requirements.

Skills and experience

Essential

• Previous experience in a PA role to senior leadership teams in a legal environment
• A good working knowledge of Microsoft Suite, including Microsoft Outlook, Word, Excel and PowerPoint
• Strong written communication skills with experience preparing professional communications, reports and presentation materials
• Experience handling sensitive and confidential information

Desirable

• Experience supporting a technology or IT function or wider business services function

Person specification

• Highly motivated, professional and a great team player
• Accustomed to dealing with people at all levels with tact and diplomacy
• Builds rapport quickly
• Flexible and dependable
• Proactive and demonstrates experience of using initiative and good judgement
• Maintaining confidentiality and discretion at all times
• Able to adapt to challenging deadlines
• Good attention to detail
• Highly organised and efficient
• Flexible to do extra hours where needed

Hybrid working

We adopt a hybrid and flexible working approach, dependent on the requirements of the role and subject to manager approval.

Charles Russell Speechlys is an Equal Opportunities Employer, and we are committed to developing an increasingly diverse, inclusive and supportive culture where everyone can be themselves, feel valued, and that they can thrive and belong. Please see here for more information on our employee-led DEI Networks.

For a detailed specification please download the job description in the documents section of this page.