Senior PA

 

Flexible working position for a Senior PA in a leading Bristol business advisory firm, for a 12-14 month maternity cover contract.

4 day week or early/late starts and finishes on offer plus a great opportunity to get your foot in the door with this forward thinking firm.

You MUST have experience at a senior level managing stakeholders and highly demanding professional people. They want you to be 2 steps ahead and a strong gatekeeper with the ability to say no!

All the usual PA duties with a strong technical level of MS office suite and confident using relationship management reporting systems.  

Ideally to start asap to ensure a comprehensive handover period.  If you feel you could easily step into this role then we’d love to hear from you….

About Our Client

Our client is one of the leading accountancy and business advisory firms who provide integrated advice and solutions to help businesses navigate a changing world. Operating across the UK and globally they offer their employees a supportive and creative environment, equipping them with tools to deliver exceptional service. You will find it is a truly innovative and forward thinking place to work.

This role is placed in their Global Outsourcing team which is a dynamic and fast-growing environment with seven service lines.

 

About the role

Provide PA support to a partner and 2 directors  as well as working closely with the stream’s other PA and Team Secretary. The successful candidate will also be an integral member of the wider business support team. Expected service levels will be in keeping with the firm’s commitment to the delivery of exceptional client service (“ECS”).

Responsibilities

Diary Management

  • Processes diary entries efficiently and is completely reliable in anticipating and organising practical arrangements.

  • Actively manages diary to ensure all work commitments can be achieved.

  • Makes sure that there is sufficient time between meetings to deal with matters arising.

  • Generates possible solutions to conflicting requests by using initiative and resourcefulness.

  • Renegotiates changes to accommodate urgent matters.

  • Ensures diary contains all relevant information (travel and accommodation bookings) so can easily be picked up by somebody else during an unplanned absence.

  • Reminds the partners and directors to prepare for forthcoming meetings and proactively offers assistance, e.g. by drafting simple agendas, co-ordinating submissions by other parties.

  • Prints copies of agendas in advance of meetings and checks the partner and directors have all the papers required for imminent meetings.

  • Set up internal and external third party meetings taking full responsibility for all arrangements.

Email Management

  • Agrees the extent to which the partners and directors require assistance to manage their email accounts.

  • Responds to diary invites on their behalf.

Calls

  • Manages all calls, taking clear and concise messages and ensures they are dealt with in a timely manner.

  • Sets up conference calls and webex’s, both internally and externally, where required.

  • Set voicemail recordings, monitor messages left and pass on or respond directly as appropriate.

  • Liaise directly with third parties, including clients, targets and their assistants in order to aid the partner and directors.

RMS and pipeline

  • Is a confident user of the relationship management reporting system ("RMS").

  • Manages the partner and directors’ RMS contacts, follows up for any business cards after meeting, uses the internet (LinkedIn, company website etc) and other external sources to obtain information required.

  • Reviews RMS client and contact information on a regular basis.

  • Ensures that client and contact business interests are flagged so that they receive relevant material.

  • Manages the sales pipeline for partners and directors, checks their diaries and encourages them to pass on information.

Documentation

  • Produces work of a consistently high standard which requires minimal correction.

  • Seeks input from others to quality control key documents.

  • Makes suggestions on how to improve documents.

  • Researches the brand intranet and liaises with the brand and design team for advice on complex documentation as necessary.

  • Able to produce and complete bid documents, using PowerPoint or Word, in line with checklists and meet tight timescales.

  • Has the higher level technical skills required to troubleshoot issues with a document and rectify.

  • Adept at complex formatting.

  • Actively challenges documents that are not compliant with CVI standards

Time management

  • Is realistic when assessing deadlines for delivering.

  • Has a reputation for delivering on time.

  • Ensures that status is reported back on a timely basis without the need for prompting.

  • Communicates to affected parties if problems encountered and gives early warning if deadlines cannot be reached.

  • Seeks to develop problem solving skills.

  • Knows when to ask others for help and gives clear, concise instructions and checks they have been understood.

  • Uses judgment to determine the best use of resources.

  • Provides support as needed and checks that deadlines are achieved.

  • Maintains responsibility for work that has been delegated out, double-checking it when returned for typos, grammatical errors and CVI errors before submitting it.

Marketing

  • The PA will support the partner and directors directly with their sales and marketing activity.

  • They will frequently be engaged with contacts, targets and opportunities.

  • The PA will assist with the organisation of meetings and any collateral for those they support including bid support and preparing presentations and documents

Other areas

  • The PA will be expected to support those they work with in their day to day activities in managing the department’s risk, finance and platform and processes agendas. This may involve work of an administrative nature that would otherwise have to be undertaken by the partners and directors and, if required, attending relevant meetings taking detailed minutes.

General

  • Provide general secretarial support to the GO department and wider office, as part of a team.

  • Prepare expense claims on concur.

  • Travel bookings using the firm’s travel booking system – flights, trains and hotels

 

More about you….

  • Already be a senior PA with demonstrable experience of supporting senior personnel.

  • Extensive experience of diary management.

  • Advanced level in Word, Excel, and Outlook.

  • Proven advanced skills in Powerpoint and experience of preparing proposals and other presentations.

  • Excellent command of English and grammar.  

  • Good ‘A’ Level grades a prerequisite

  • Forward thinking and anticipates requirements.  

  • Confidence to be proactive and complete matters arising before being instructed to do so.

  • Communicate face to face as much as possible rather than via email. Use non-verbal behaviour to promote open communication.

  • Adept at overcoming barriers to completing tasks.

‘Nice to have’ experience;

  • Experience of working within a professional services environment desirable.

  • Graduate preferred.

 

Benefits

  • Competitive Salary in the region of £25,500 - £30,000 (FTE) dependent on experience

  • Full training on client systems and processes

  • Personal development plan for all staff including training and career growth

  • Subsidised Gym membership

  • Pension, cycle2work scheme, discounts and vouchers

  • Rising holiday allowance in line with the length of employment

Perks

4 day week
Early/Late Starts & Finishes
Great Opportunity to get into Professional Firm