Personal Assistant, Capital Solutions in London

We are seeking an experienced Personal Assistant to join our London office and provide comprehensive administrative and organisational support to senior executives and financial professionals. The PA will work closely with stakeholders, delivering seamless administrative support across the firm. This includes full diary management, travel arrangements, document preparation, CRM updates, and coordination with colleagues. The role requires strong judgement, excellent prioritisation, and a proactive, solution focused approach. A company handset will be provided for availability outside normal working hours when required. You will also collaborate with the London PA/Office Management community to ensure consistent support standards and smooth office operations.

Key Responsibilities

• Secretarial Support
  • Full diary management for executives, including scheduling across time zones, rescheduling, and confirming appointments.
  • Handling incoming and outgoing calls, taking accurate messages, and liaising with clients and internal teams.
  • Preparing, formatting, and distributing documents for stakeholders (Word, Excel, PowerPoint).
  • Coordinating conference calls and virtual meetings across time zones.
  • Reviewing and verifying invoices and assigning appropriate cost codes.
  • Liaising with Assistants in London, EMEA, and the US as required.
  • Organising internal/external meetings, lunches, and dinners on behalf of the team.
• Travel & Expenses
  • Coordinating complex travel arrangements for executives, ensuring compliance with HL Travel Policy.
  • Managing visas, passports, currency requirements and related documentation.
  • Booking taxis and cars as needed.
  • Preparing and submitting monthly expense reports, ensuring accuracy and timely submission.
  • Supporting Accounts with expense breakdowns for client billing.
  • Reconciling corporate and personal credit cards.
• CRM Data Management
  • Maintaining and updating CRM contacts, relationships, deal information, and activity logs.
  • Supporting firm wide data hygiene and ensuring accuracy of CRM entries.
  • Handling deal execution administration (NDAs, conflict checks, archives) for projects.
  • Coordinating seminar/event registrations and working with Marketing where necessary.
  • Managing subscriptions and preparing presentation materials.
• Administrative / Project Work
  • Establishing and maintaining well organised digital and physical filing systems.
  • Keeping absence records up to date for the team and liaising with HR/Office Admin as required.
  • Assisting with client events, entertainment, and project work.
  • Participating in London admin meetings and supporting firm wide initiatives.
  • Carrying out ad hoc tasks to support team efficiency.
• Absence Cover
  • Providing support to other Assistants as capacity allows.
  • Offering PA or reception cover within the London office where required.
  • Supporting Office Administration during high demand periods.
• Health & Safety
  • Acting as Fire Marshal/First Aider in the London office if required (training provided).
  • Ensuring London office workspace remains tidy and flagging issues to Office Administration.

Qualifications

• Relevant prior experience as a personal/executive assistant supporting both senior individuals and broader teams.
• Relevant prior experience within investment banking/financing.
• Degree level education or of graduate calibre.
• Excellent organisational, oral and written communication skills; detail-oriented, and able to prioritise workload.
• Competent user of Microsoft Office products, including PowerPoint and Excel.
• A positive, flexible, responsive service-oriented attitude, able to meet deadlines in a timely manner.
• Resilient and able to deal with high pressure environment, and demanding individuals.
• Flexibility, resourcefulness and good anticipation are important qualities, as is the ability to act decisively and on own initiative.
• Confident with an outgoing personality and practical approach to problem solving.
• Ability to effectively interact with all levels of staff and maintain confidentiality.
• Self-starter with a strong sense of ownership and a personal commitment to continuous improvement of policies and procedures.