Personal Assistant

This role offers an excellent opportunity for a highly organised, reliable and effective individual to take on the role of Personal Assistant (PA) our firm and to work with a team of professionals. The role requires you to take responsibility for the full spectrum of functions performed by a PA to Partners and to support all other stakeholders in the team. You are expected to be proactive, forward-thinking and organized while assisting partners and teams with their work activities. You will be involved in many operational and strategical matters which will require you to thrive under pressure, maintain confidentiality and be good at multi-tasking.

Responsibilities

• Secretarial and Administrative Support: Work with an administrative team to provide complete secretarial and administrative support to Audit partners, managers, and stakeholders. Ensure tasks are handled promptly and efficiently.
• Travel and Schedule Coordination: Organise and coordinate bookings for travel, transport, accommodation, and manage the schedules of partners and related stakeholders. Take responsibility for planning, scheduling, and effectively communicating arrangements to partners, stakeholders, and the secretarial team.
• Diary Management and Meeting Organisation: Manage diaries, including the organisation of internal and external meetings, appointments, and events. Take minutes of meetings as required and arrangement of meetings set up, caterings coordination and any other meeting logistics coordination required. Exercise discretion and ensure all necessary coordination and communication, considering the needs of stakeholders involved.
• All related expenses claims documentation and submission: Coordinate, handle, and file expense claims for team of Audit Partners. Track, collate, and submit all claims within the specified timeframe, ensuring accuracy and adherence to company procedures.
• Administrative Duties: Prepare engagement letters, reports, invoices, audit files, and other related documents. Ensure tasks are executed effectively, promptly and properly within the secretarial pool and compliance in the work procedures.
• Document Preparation and Filing: Assist in preparing and collating email circulars, PowerPoint presentations, and various documents. File documents as instructed, maintaining organised and accessible records.
• Firmwide Travel Arrangements: Serve as the primary liaison for all firmwide travel arrangements. Collaborate with designated travel agents to evaluate and secure optimal fares for business and engagement-related travel, including hotel accommodations and car transfers as necessary.
• Reception and Administrative Team Collaboration: Work alongside the firmwide administrative team and provide support with reception calls answering administrative tasks when required.
• Ad Hoc Assignments: Support Audit partners, managers and stakeholders by undertaking ad hoc tasks, projects and meetings logistics set up and preparation and any work related assignments as required.

Requirements

• Diploma/degree holder in any field
• Minimum 2-5 years of experience in secretarial/PA role
• Microsoft Office and good knowledge of PowerPoint presentations or related presentation tools will be highly advantageous.
• Excellent oral and written communication skills, with tact and diplomacy.
• Great team player who works well with all levels of colleagues.
• Discretion and trustworthiness to handle confidential information.
• Flexible, adaptable, and highly independent.
• Meticulous with good organisational skills and the ability to multitask.
• High level of initiative and proactivity.
• Cheerful and friendly disposition.