Senior PA

We are seeking a highly organised and adaptable Senior Personal Assistant to support the Managing Director and senior partners, while also providing administrative and client service support across the wider advisory team. This is a varied role requiring excellent communication skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

• Personal Assistant Support
  • Provide dedicated PA support to Managing Director and senior partners, including phone dictation and shorthand
  • Prepare meeting follow-ups, advice letters, and client correspondence
  • Conduct company insurance and investment research
  • Manage client administration tasks
• Client & Diary Management
  • Arrange client appointments, lunches, and meetings
  • Coordinate attendance at conferences, marketing events, and photoshoots
  • Organise annual client communications (e.g. Christmas cards)
  • Act as a key point of contact for client communication
• Team Support
  • Provide secretarial support to four additional advisers as required
  • Assist with similar administrative tasks across the team (on a reduced scale)
• General Office Duties
  • Book meeting rooms and manage schedules
  • Answer switchboard and direct calls appropriately
  • Process incoming and outgoing post
  • Ensure printers and office stationery are maintained and available
• Administrative & Reporting Duties
  • Client Reporting
    • Oversee production, issuance, and filing of: Quarterly Investment Reports (~750), Annual Costs & Charges Reports, Annual CGT/CTC Reports
    • Distribute reports via client portal, encrypted email, or post
    • Maintain accurate audit records by filing all communications within client folders
    • Liaise with advisers to track, chase, and finalise reports
  • Mailings & Communications
    • Manage large-scale client mailouts using mail merge tools (Easy Mail Merge app)
    • Handle manual processes for clients without portal access
    • Issue quarterly market updates, portfolio overviews, and ad hoc technical bulletins
  • File & Data Management
    • Maintain and organise the shared drive filing system to ensure all client records are accessible
    • Create and update annual client advice folders
    • Ensure all documentation is accurately stored and audit-compliant
• Additional Responsibilities
  • Proactively respond to unexpected issues and provide support where needed
  • Demonstrate flexibility and willingness to take on a wide range of tasks

Key Skills & Experience

• Previous experience in a PA, administrative, and financial services support role
• Shorthand and fast typing skills is a must
• Strong organisational and time management skills
• Excellent written and verbal communication skills
• High level of attention to detail and accuracy
• Ability to manage high volumes of work and meet deadlines
• Proficiency in Microsoft Office and document management systems
• Experience with client reporting and financial administration (desirable)

Personal Attributes

• Proactive and adaptable with a flexible approach to work
• Professional and confident when communicating with clients
• Strong team player with a willingness to support others
• Able to handle confidential information with discretion
• Have an open mind, able to step in and help when unexpected issues arise