Senior PA

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