Job Information

Secretary/ PA
City of London
Our Clients`, a wealth management and custodian firm, similar to a private bank requires a professional full time Secretary / PA to work for a small group of key directors. The role principally assists the in-house general counsel (solicitor), risk director and two business development directors.
Responsibilities
• General secretarial assistance to key directors
• Deal with client contacts and client handling for meetings etc
• Support Director`s flexible working / multi office arrangements
• Deliver high quality at all times and influence the culture to improve
• Assist directors with prioritisation in busy office environment
• Assist with administrative matters and document management
• Prepare correspondence, reports and deal directly with routine matters
• Discreetly attend and keep papers and detailed minutes of meetings as needed
• Collate and circulate management material with 100% discretion
• Ensure board action plans are circulated and followed up promptly
• Keep records of institutional client contracts and contract amendments
• Keep policy records and update
• Maintain all expense records and time records and submit to finance
• Run calendar and diary, meetings and appointments, travel and accommodation
• Assist with training and appraisal record keeping for directors
• Ad-hoc tasks as required

Skills
• Credible secretarial skills, minute taking and action plan record keeping
• Maintain excellent relationships with clients and business contacts
• Expert in Microsoft Word and all aspects of document formatting
• Proficient in Microsoft Office 365 generally, including Excel, Outlook, PowerPoint
• PC familiar and either Mac familiar or willing to learn
• Willing to learn client relationship management software (Insightly)

Personal characteristics
• Well spoken, well-presented and personable - role is partially client facing
• Excellent work ethic
• Good references
• Preference for a finance / legal / accounting secretarial background
• Intelligent, proactive and positive, friendly attitude
• Ability to multi-task and prioritise tasks daily
• Flexible and adaptable