Overview
We are seeking a highly organised and adaptable Senior Personal Assistant to support 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
