Personal Assistant JBLE1_NI in Belfast

6 months Fixed Term Contract in Belfast or Glasgow. 3173 is a privately owned UK firm of pensions experts with clients throughout the UK, serviced from offices in London, Belfast, Glasgow, Manchester, Birmingham, Bristol and Leeds. The 3173 Group of companies includes Dalriada Trustees Limited (Dalriada), one of the UK’s largest professional pension scheme trustee companies. Spence & Partners provides full pension actuarial, consulting, investment consulting and administration services that provide simply smarter solutions for trustees, employers and members.

The 3173 Culture

Our primary aim is to provide interesting, worthwhile and healthy careers for all our people; we believe that this emphasis sets us apart from our competitors. We are defined by our ethos and by our goal: Our ethos is an individual and collective commitment achieved through carefully balancing responsibility with freedom and flexibility, all of which is underpinned by a willingness to work interdependently. When we get this balance right, it is how we do our best work. We look after our staff first and foremost, but for a commercial purpose, which is to deliver great service profitably. By focusing on our goal, we provide the best outcomes for pension scheme members, trustees, and employers.

The Role

The role reports to the Business Support Manager and will be aligned to support executive colleagues across our group of businesses and the office management that the role holder is based in. The Business Support team plays a critical role in enabling the smooth and efficient running of the business across multiple locations and trading entities. The team provides structured administrative and coordination support to senior stakeholders, ensuring consistency, efficiency, and effective use of time.

Executive Support & Coordination

• Enable executives to use their time effectively by proactively coordinating schedules, priorities, and activities, aligned to their roles within the business as employees, line managers, and executives.
• Provide proactive diary & email management and scheduling aligned to stakeholder level (MD or Director) anticipating and facilitating delivery of business needs identified through emails & diary.
• Coordinate meeting arrangements, including logistics, preparation and collation of materials for meetings and key activities.

Travel & Logistics

• Ensure seamless and efficient travel arrangements through accurate and proactive planning.
• Arrange travel, accommodation, and itineraries in line with company processes.
• Communicate plans clearly and resolve issues as they arise.
• Collaborate with the wider Business Support team to coordinate travel requirements and requests from all staff across our multiple businesses to ensure consistency of approach and allocation.

Governance, Meetings & Business Support

• Support effective decision-making and communication through well-organised meetings and high-quality documentation.
• Organise and co-ordinate boards and senior level meetings, including agendas, papers, and logistics.
• Take minutes and track actions between meetings where required in consultation with the executive.
• Prepare, format, and proofread documents and presentations to identify any errors or issues early.

Stakeholder Management

• Deliver a consistent and professional service by managing relationships and expectations effectively.
• Build strong working relationships with Directors and stakeholders.
• Act as a key coordination point for administrative support.
• Manage expectations and helpfully redirect requests where outside scope.

Operations, Approvals & Office Support

• If required to support the broader team needs within the business and office you are aligned to ensure smooth operational support by coordinating approvals and supporting office activities where required.
• Coordinate and track document signatories and approvals.
• Follow up to ensure timely completion.
• Support local office coordination (e.g. meeting rooms, facilities liaison, post handling).

Ways of Working & Team Contribution

• Improve efficiency and consistency by adopting structured ways of working and collaborating across the team.
• Follow agreed processes, systems, and templates.
• Identify and support improvements to ways of working.
• Collaborate across the team, sharing workload and providing cover as required to ensure business continuity.
• Working within team SLAs, applying your judgement and escalating where appropriate.

Scope & Boundaries

Support is delivered in line with agreed service levels and team processes. This includes confidently redirecting requests that fall outside scope and contributing to a consistent and sustainable service model across the business. The particular responsibilities assigned to the successful individual may include some or all of the responsibilities above subject to business need and location which can vary from time to time. Occasional travel to other offices may be required from time to time though not frequently.

Skills & Experience

• Proven experience providing administrative or PA support in a professional services or similar environment.
• Experience supporting senior stakeholders, communicating clearly, managing expectations and competing priorities and deadlines.
• Strong organisational and coordination skills, with attention to detail and accuracy.
• Can take initiative to anticipate needs and resolve issues.
• Confident user of Microsoft Office and other business systems.

Ways of Working

• Works in a structured and organised way, following agreed processes and systems.
• Collaborates effectively with others and contributes to a team-based approach.
• Demonstrates confidence in redirecting requests and working within defined boundaries.
• Shows a willingness to learn, develop, and adopt new ways of working.
• Responds positively to changing priorities and business needs.
• Identifies practical solutions and escalates issues where appropriate.

Personal Attributes

• Professional, highly organised, reliable, and approachable.
• Calm and resilient under pressure.
• Positive and flexible attitude.
• Committed to delivering a high standard of work.

Circumstances

• Location: Belfast or Glasgow.
• Working hours: Monday to Friday, 37.5 hours per week with additional hours as and when required.
• All roles are subject to a six-month probationary period and all prospective employees are required to complete an Access NI check.
• As part of the pre-hire process the successful candidate will be subject to reference checking security vetting.

3173 is an Equal Opportunity Employer. Applying with a disability or long-term health condition? As part of our belief that we benefit from the differences among us we are committed to increasing the representation of disabled colleagues and want to remove any barriers or challenges that get in the way of candidates with a disability or long-term health condition from applying to work with us. As part of this commitment we guarantee to automatically interview anyone with a disability who meets the minimum criteria. If there is support or an adjustment that we can provide to enable you to be at your best during the recruitment and selection process, we encourage you to advise us in good time so that we may make suitable arrangements. We understand that being open with us may feel uncomfortable so please only share with us the information that you are comfortable to share, and rest assured that we will use this only to provide you with the right support. Any information you give us will be treated completely confidentially. To discuss this further please call and ask to speak to a member of the People & Culture team.