Team PA

We are recruiting for a Team PA to support the CEO, Head of Department and wider team of a small, modern investment company in West London. This is a busy and varied role that requires exceptional organisational, interpersonal, and communication skills. The ideal candidate will ideally have some experience working in a fast-paced, professional environment and will bring high-energy, enthusiasm, and a proactive approach to running the day-to-day needs of a busy office, handling special projects, and providing dedicated personal assistant support to senior executives.

Key Responsibilities

• Provide high-level administrative and PA support to the CEO and Head of Origination, ensuring their schedules and calendars are well-organised.
• Support the wider team where needed with calendar management and adhoc requests.
• Manage inboxes, prioritising emails, drafting responses, and flagging urgent matters.
• Prepare reports, presentations, and documents on behalf of senior executives.
• Handle confidential and sensitive information with discretion.
• Organise and coordinate business and personal travel arrangements, including flights, accommodation, and itineraries.
• On occasion support the CEO with personal appointments, errands, and engagements as needed.
• Provide comprehensive administrative support to the team and act as the first point of contact for all administrative and organisational matters.
• Set up conference calls, video conferences, and meetings, ensuring materials are prepared and circulated in advance.
• Arrange all team travel and accommodation and maintain detailed cost records.
• Plan and organise functions and annual trips, as well as Away Days and Off-sites.
• Support with investment-related press releases and mailings.
• Manage and update LinkedIn, the company website, and social media platforms.

Office Management

• Maintain a highly professional office environment, ensuring all areas are safe and presentable in line with Health & Safety requirements.
• Manage reception duties, greeting visitors, and ensuring a seamless experience.
• Manage the meeting room, making sure it’s set up and ready.
• Order and manage office supplies and lunch orders as needed.

HR Administration

• Support recruitment, including job postings, interviews, reference checks, and onboarding new team members.
• Assist with relocation arrangements and induction processes for new hires.

Supporting Finance / Expense Management

• Assist with monitoring budgets and managing purchase orders.
• Support processing of personal and business expense claims.

Candidate Requirements

• Ideally some experience within a PA or Team Assistant capacity supporting executives.
• Have a customer service focus and enjoy being the first point of contact for clients.
• Professional, confident, and enthusiastic team player with a flexible, can-do attitude.
• Strong communication and interpersonal skills with excellent grammar and writing ability.
• Exceptional organisational skills and ability to prioritise tasks effectively.
• Ability to work independently and proactively identify solutions.
• Interest in social media and online engagement.
• High degree of integrity and discretion.