Business Assistant

This job is with St.

James's Place, an inclusive employer and a member of my Gwork – the largest global platform for the LGBTQ+ business community.

Please do not contact the recruiter directly.

In this role, you'll provide comprehensive support to the Investment Management Directors, ensuring the efficient management of day-to-day activities.

In addition, you will collaborate effectively with all other Executive/Business Assistants, fostering a supportive and communicative environment.

This includes participating in regular check-ins, sharing information, and coordinating on cross-team workflows to help maintain efficiency.

Your ability to build positive working relationships and communicate clearly will be essential in supporting the overall administrative functions smoothly.

You'll oversee and co-ordinate diary commitments for both internal and external meetings.

This includes preparing agendas, accurately capturing minutes, and recording action items to facilitate effective follow-up.

You will also handle travel arrangements, including booking local and international travel and accommodation, while managing and tracking expenses in compliance with company policies.

Additionally, you will lead event planning activities within your directorate and coordinate absence and annual leave requests for the senior leadership team.

What you'll be doing

• Diary Management - manage complex diary requests, to include booking appointments & arranging meetings, face to face and virtually.
• Scheduling and responding to meeting invites.

As the first point of contact for all visitors, managing all in-person meeting requirements - from arranging catering to ensuring IT equipment is set up and full functional.

• Production and formatting of meeting agendas & minutes, meeting actions.
• Ensure Board and Committee paper deadlines are met, working with colleagues who prepare content and ensuring that adequate time is scheduled for senior leadership to review papers,
• . Coordinating travel arrangements for local and international travel as well as preparing and distributing schedules/agendas for travel.
• Prepare, reconcile, and track expense reports through travel and expense system.
• Supporting procurement with the management of invoices raising purchase orders and processing payments.
• Manage delegated responsibilities for holiday approvals including absence & sickness management.
• Organising IT requirements and coordinating the onboarding of new employees
• Event Organisation, support Senior Directors in planning department-wide events, such as town halls, working group meetings, off-sites, and social gatherings.

Who we're looking for

Essential Criteria

• Proven experience as a personal assistant, or similar administrative role.
• Strong organisational skills with the ability to manage calendars and coordinate multiple stakeholders.
• Good communication skills, with the ability to manage correspondence, and engage with both internal and external stakeholders.
• Proactive problem-solving approach, with the ability to anticipate needs, manage competing priorities, and work under pressure.
• Ability to work on-site as required in a dynamic office environment, providing hands-on support and fostering strong in-person relationships with key stakeholders.
• Strong IT proficiency, including experience with Microsoft packages and calendar management tools.
• Ability to work onsite 4 days per week in a dynamic office environment, providing hands-on support and fostering strong in-person relationships with key stakeholders.

Desirable Criteria

• Experience in coordinating travel arrangements and managing expenses in line with company policies.
• Ability to plan and execute events, including internal meetings and leadership team activities.
• Proactive and adaptable approach, with the ability to anticipate needs and problem-solve efficiently.