Senior Team Assistant

Location: London

Salary: Competitive salary plus a generous benefits package

Application Deadline: Friday, May 29, 2026

Job Summary: We are looking for a Senior Team Assistant to support The Family Office. The role will be responsible for providing ongoing support to relationship management and relationship development within The Family Office, while also supporting the Partner, Head of The Family Office, and the Partner, Associate Planning Director.

Key Accountabilities:

• Client and Internal Communication Support: Serve as the secondary point of contact for clients and internal communications.
• Administrative Coordination: Manage administrative tasks, including updating and maintaining MI information and scheduling meetings.
• Cross‑Departmental Liaison: Collaborate with WP Admin/TST/Ipswich/Business Units for effective communication and coordination.
• Client Meeting Management: Attend client meetings, ensuring accurate record‑keeping and conducting necessary follow‑up.
• Implementation & Onboarding Assistance: Provide support in the implementation process and coordinate with external service providers, and assist in the onboarding process for new clients, ensuring all necessary documentation is collected.
• Document Management: Organise and maintain physical and digital files and ensure accurate and efficient documentation of all relevant materials.
• Calendar Management: Coordinate and manage calendars for team members, scheduling appointments, and coordinating conflicting meetings.
• Database Management: Maintain and update client databases, ensuring accuracy and completeness of information.
• Communication Support: Draft and proofread emails, reports, and other correspondence and serve as a point of contact for internal and external inquiries.
• Event Planning: Assist in planning and organising internal and client‑related events. Attending events to ensure smooth coordination.
• Ad‑hoc Support: Provide general support to team members as needed and handle miscellaneous tasks and projects to support overall office efficiency.

Support for Department Heads:

• Deal with all forms of client communications including, where necessary, arranging and attending client meetings.
• Obtain and prepare paperwork required for client meetings and business submission.
• Being involved in client meetings – preparation, attendance, and output (meeting notes and follow‑up etc.), where appropriate.
• Updating client records and production of fact‑find documents.
• Production of simplified Voyant plans and client annual review reports within agreed timescales.
• Handling and screening of all phone calls from clients and third parties; taking messages and feeding back.
• Supporting and managing email traffic for department heads; responding to client emails, where appropriate.
• Arranging client meetings and coordinating with all stakeholders to ensure times/dates suit all parties.
• Minute taking and distribution of meeting notes for team meetings, including any action points.

Professional Administrative Support:

• Routine administrative tasks such as filing, photocopying, collating information, composing letters and emails.
• Team administration and compliance regarding client service issues.
• Liaise with ‘product providers’ to obtain all necessary information on client’s existing arrangements and implementation of new business.
• Open wealth planning post and action immediately.
• Filing – maintain up to date and accurate client records electronically and, if appropriate, hard copy.
• Obtain product research, information and new business illustrations.
• Liaise with providers regarding commission and fee payments.
• Input of Data obtained from clients and providers into the relevant system (CRM, Intelliflo, Voyant etc).

Key Competencies:

• Getting Things Done: Delivers on agreed objectives promptly; prioritises workload; remains professional under pressure.
• Communication & Sharing Knowledge: Confident, clear and accurate with all communication. Maintains accurate records and makes effective use of new technology.
• Customer Service: Positive attitude to find solutions in line with TCF principles. Uses customer feedback to improve service.
• Effectiveness & Adaptability: Able to maintain a high volume of work, striving for continual improvements. Understands individual contribution in relation to corporate objectives.
• Team Working: Shares knowledge, skills and experience with colleagues; understands team goals; is cooperative and supportive of others.
• Organisation: The ability to multi‑task and manage a high volume of work, across multiple individuals and large client banks, whilst ensuring workload is tracked and progress updated.
• Exemplary Attention to Detail: Showcase meticulous attention to detail in all aspects of the role to ensure accuracy and precision.
• Proficiency in Written English: Possess excellent written English skills to effectively communicate and articulate ideas in a professional manner.
• Problem Solving and Ownership: Demonstrate effective problem‑solving skills, taking ownership of issues and ensuring resolution from start to finish.
• Deadline Management: Prioritise tasks and meet deadlines in a fast‑paced environment.
• Collaboration: Collaborate with various departments and teams to ensure smooth workflow and communication.
• Professional Development: Stay informed about industry trends and advancements, continually updating skills and knowledge.
• Software Proficiency: Demonstrate proficiency in relevant software and tools used in financial planning and administrative tasks.
• Confidentiality: Handle sensitive information with discretion and maintain confidentiality.

Contractual Hours: 9.00am to 5.30pm, Monday to Friday