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


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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


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Team Support

• Provide secretarial support to four additional advisers as required


• Assist with similar administrative tasks across the team (on a reduced scale)


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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


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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


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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


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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


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Additional Responsibilities

• Proactively respond to unexpected issues and provide support where needed


• Demonstrate flexibility and willingness to take on a wide range of tasks


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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)


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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