Floating Personal Assistant in Leeds

Floating Personal Assistant

Salary : £32,000 per annum, depending on experience

Location : Leeds LS10

Contract : Permanent, full time

Shifts : 37.5 hours per week, Mon-Fri 9am-5:30pm, 1-hour unpaid lunch

Work model : Hybrid; 3 days in office, 2 remote after probation period

Williams Lea is looking for a Floating Personal Assistant to join our team!

Williams Lea is the leading global provider of tech-enabled business and marketing services helping clients manage and transform processes through resilient, scalable 24/7 operations. We combine deep expertise, agentic AI-embedded workflows, and a global delivery model into a tech-enabled, seamless human expert-in-the-loop experience that helps clients achieve superior business outcomes.

Built on a strong heritage and great client relationships, we harness deep industry expertise, emerging technology and our global "Optishore™" delivery model to plan, build, execute and measure business processes, driving operational agility and digital transformation at speed and scale.

Williams Lea, an RRD company, serves clients in 20 countries across four continents and has 15,000 employees worldwide.

Purpose of the Role

The Floating Personal Assistant role provides high-quality administrative support across the client PA function. The purpose of the role is to provide cover for both planned and unplanned short-term absences. This requires the ability to quickly adapt to different stakeholder requirements whilst maintaining the individual PAs' established ways of working, there will be a strong focus on inbox and diary management, meeting coordination and maintaining continuity of support.

Unlike the traditional PA role, the Floating PA does not own the individual stakeholder relationship or establish their own ways of working. The role provides short-term cover, following established client processes, stakeholder preferences and working practices.

A successful Floating PA will demonstrate excellent attention to detail, consistently high performance, strong judgement, adaptability, and the ability to thrive in a fast-paced, confidential, and internationally focused environment. Having previously worked within private equity or financial services is highly beneficial, as is experience of supporting multiple stakeholders simultaneously. Full training on all practices is provided.

Key Responsibilities

• Manage multiple complex diaries with accuracy, foresight, and adaptability, following established diary structures, stakeholder preferences and some specific PA's ways of working
• Monitor and manage PA inboxes, reviewing incoming correspondence, identifying required actions, prioritising activity and ensuring a timely and appropriate follow-up in line with established guidance
• Coordinate internal and external meetings, including logistics and virtual arrangements
• Plan and manage intricate domestic and international travel itineraries in line with documented requirements
• Provide rapid, precise responses to shifting priorities, using established priority guidance
• Handle calls, correspondence, and confidential information professionally
• Serve as a reliable point of contact for stakeholders across time zones while providing cover, maintaining appropriate communication and continuity of service
• Maintain highly accurate records, filing systems, and CRM information
• Collaborate with wider teams, offering cover and support where required, including planned and unplanned cover and clear handovers to maintain continuity of service
• Quickly understand and adapt to the working practices of different PAs and stakeholder requirements when providing cover, maintaining continuity without unnecessarily changing established arrangements
• Uphold high standards of organisation, structure, and consistency
• Discretion and confidentiality at all times

Key Competencies

• Demonstrated PA experience supporting multiple stakeholders
• Exceptional accuracy, organisation, and attention to detail
• Strong time management and ability to stay calm under pressure
• Advanced proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint)
• Comfort working remotely while remaining connected and communicative
• Ability to anticipate needs and take proactive action within defined processes and established ways of working
• Strong prioritisation skills and the ability to manage multiple competing demands simultaneously
• Ability to adapt to varying ways of working
• Ability to follow established processes consistently while recognising when clarification or escalation is requiredComfortable working within a structured service model where ways of working are defined by the client and existing PA arrangements

Personal Attributes

• Highly structured, dependable, and consistent performer
• Nimble, adaptable, and confident navigating last-minute changes
• Strong interpersonal skills; a collaborative team player
• Solutions-driven mindset with sound judgement
• Discreet, trustworthy, and capable of handling sensitive i