Personal Assistant
This is a Permanent, Full Time vacancy that will close in {x} days at {xx:xx} BST.
The Vacancy
We are recruiting for a Personal Assistant in IFS on a permanent basis. The role will provide high quality, efficient secretarial and administrative support as well as efficient PA support to our busy team in Scotland/London with the opportunity to support a Partner. The role will involve working closely with our existing support team who are an integral part of the success of I&FS.
Key responsibilities include:
PA duties
- Proactively setting up meetings with senior financial executives at financial institutions/insurance companies and C-Suite contacts.
- Updating online sales management tools to track pipeline activity and client meetings to assist in reaching monthly client meeting targets.
- Maintaining contact database for new clients/mailings within Dynamics, identifying and adding new contacts to build I&FS mailing list and using LinkedIn.
- Coordinating and organising all meeting requests and arranging necessary resources/rescheduling where required.
- Collating background information, presentation packs and other material for internal and external meetings.
- Preparing agendas, correspondence and presentations using standard templates.
- Minute taking, producing agendas, taking ownership of actions for an internal Operational area.
- Maintaining electronic based client files.
- Managing, prioritising and filing of mail inbox and diaries for selected senior individuals.
- Planning and arranging travel and accommodation requirements, producing and co-ordinating itineraries and travel plan/directions.
- Proactively keeping records of Continuous Professional Development for the team.
- Processing time recording, expenses and billing.
- Reviewing and distributing client correspondence, answering calls, processing messages/actions.
- Coordinating regular weekly catch up meetings with selected senior individuals you’re supporting (to proactively support them).
- Assisting in preparation of regular publications/newsletters.
- Assisting with co-ordination of client events, marketing events, seminars and client receptions.
- Drafting of client letters/emails, invitations to events and other materials with support sending on behalf of senior team members.
- Proactive diary, appointment and travel plan management to support the Heads of, along with some other PA duties.
General
- Developing good rapport and relationships with executive assistants at our client’s to promptly coordinate meetings.
- Supporting the team with all administrative matters and occasionally providing front of house cover as required (training on this is provided)
- Supporting other members of the IFS support team and managing the support email inbox.
- Supporting other secretarial staff within the firm, from time to time, together with ad hoc secretarial duties.
- Adhering to the firm’s Information Security standards, policies and procedures.
Qualifications, skills and attributes
- Educated to GCSE or equivalent level in English, or with equivalent experience.
- High level of accuracy and attention to detail.
- Excellent planning, time management and organisational skills.
- Adept at learning new systems, processes and procedures.
- Team working focused, and also able to work autonomously when required.
- Proactive with a flexible approach to solving problems.
- Demonstrates initiative and works with high degree of discretion and integrity around confidential matters.
- Excellent interpersonal and communication skills (verbal and written).
- Resilient and calm under pressure
- Relevant experience in the provision of support to senior team members, including diary management and travel arrangements.
- Good working knowledge of MS packages, especially Outlook (for email and diary management), Word, PowerPoint and Excel
- Able to produce reports, presentations and various other communications in line with internal standards
- Experience of setting up client meetings.
- Systems knowledge, such as Dynamics, or similar.
- Understanding of good practice within a professional office environment.
About Us
Together, we’ve been building better futures for over 100 years. For our people, our clients and their people, our communities and the environment.
We thrive on tackling complex problems. And we believe those problems are best solved by diverse teams – diverse in skills, approaches and backgrounds. Our independence lets our people be themselves and think freely, while working in a collaborative, supportive environment. We love innovative, independent thinking and want everyone to share their ideas.
Working alongside employers, trustees and financial services institutions, we offer pensions, investments, benefits and risk consulting services, as well as data and technology solutions. With over 1000 employees and counting, we’re one of the leading consultancies in our field and are proud to be recognised by numerous industry awards.
We’re committed to developing our people and encourage everyone to carve out their own career path. We’ve many colleagues who started out in one team in the business and have ended up somewhere completely different, having had the chance to develop new skills and explore new passions.
We are continually working to improve our inclusive culture and employ diverse talent. We therefore welcome applications from people from all backgrounds, which includes but isn’t limited to: age, disability, ethnic heritage, gender, marital or civil partnership status, neurodiversity, religion, sexual orientation, and socio-economic background.
Our hybrid working model offers the best of both worlds – home working as well as a fun, collaborative office environment - meaning flexible working patterns to accommodate individual needs. Find out more about our careers here.
If you need any assistance in relation to a personal requirement, medical condition or neurological difference during our selection process then please let us know.
Together, we can make this the best job you’ll ever have.
We Offer
Our culture
Job satisfaction
Reward and wellbeing
Flexible working
Latest technology
Career development
Documents
Alternatively, please sign in with...
Published
Not PublishedClosing
in X days