Partner Secretary

We are seeking a Personal Assistant to support a number of our Partners and Directors. You will manage business related tasks such as arranging meetings, organising travel and accommodation, creating reports and presentations, taking minutes, and other organisational tasks.

Partner Secretary / PA

London

£45k

ASAP Start

Perm

Monday -Friday

Hybrid - 3 days in the office, 2 days home

We are seeking a Personal Assistant to support a number of our Partners and Directors. You will manage business related tasks such as arranging meetings, organising travel and accommodation, creating reports and presentations, taking minutes, and other organisational tasks.　

We are seeking an individual who is proactive, fast at solving problems and can manage multiple different tasks at one time. The individual should be able to work under time pressure and have experience as an executive or personal assistant. A strong work ethic is important together with a willingness to work collaboratively in a team.

Key responsibilities:

• Provide full administrative support in any capacity to the Partners/Directors. This includes (list is not exhaustive): diary management, arranging meetings, travel bookings, monitoring email, conference registration, and other support as required
• Manage arrangements for the Partner in relation to confidential matters, such as appraisals and management meetings
• Providing the client with polite, friendly and professional contact through all forms of communication
• Answering calls quickly and politely
• Passing callers to the appropriate person
• Taking accurate messages when necessary
• Dealing with general enquiries when able
• Monitoring voicemail and email
• Willing to get to know clients and develop relationships
• Proficiency in Office packages; Outlook, Word, Excel and PowerPoint to use effectively and professionally

• Willing to learn systems e.g. Practice Management System (i.e. Star), Billing and Fee Note System, Contacts database
• Ad hoc secretarial and administrative duties, e.g. coding invoices, scanning, photocopying, searching Companies House and Land Registry websites, Anti-money laundering procedures for opening new client codes, etc.
• Assisting with client anti-money laundering checks – collating information & inputting this onto a database
• Meetings and lunches/dinners
• Arranging client and internal meetings
• Preparing and collating all relevant documents
• Taking actions points/minutes
• Preparing client events/seminars/conference
• Assist with Annual Review process
• Arranging twice yearly meetings for all employees
• Provide relevant papers to ADR appraisers and appraises
• Opening and date stamping of post for staff
• Responding to general enquiry letters

Key Competencies:

• Confidentiality: Vital to be discrete with confidential information that you will be party t
• Use of IT: Must be proficient in WP and spread sheet packages so as to be able to process documents efficiently. Will also need to train new members of staff
• Judgement: ability to solve problems calmly, and using judgement about when to involve the Partner in issues, ability to think ahead and anticipate events occurring
• Planning and organising: will need to organise his/her time so as to meet deadlines. Planning and organising work efficiently and ensuring it has been completed to a high standard
• Communication: confidence to produce documents accurately and quickly and the ability to draft own correspondence. Ability to deal effectively and politely with people at all levels, both internally and externally
• Teamwork: to work together with the other PAs in the department, flexibility and willingness to help out others is essential

Key Experience/Skills:

• Experience of working at a senior level

• Detailed knowledge of Outlook, Word, Excel and PowerPoint

• Fast and Accurate typing

• Excellent communication skills

• Work well in a fast paced, pressurised environment with the ability to prioritise work

• Proactive approach to solving problems efficiently

This role is to start ASAP, please apply now with your most up to date CV. Contact me directly; charlotte.malloy@robertwalters.com