PA Secretary

This award-winning consultancy whose offices are based in central London is seeking a Partnership Assistant on a part time basis. Hybrid working is available and will be discussed further at interview

Working with one other Partnership Assistant, you will provide a comprehensive administrative support service to enable two Partners and the wider department (team of up to 29) to optimise fee earning activities. Working on a part time basis (3 days a week, Tuesday to Thursday).The role is extremely varied covering partner management and organisation, partnership support, organising travel and events and many other administrative duties.

What will you be doing?

Partner management and organisation

• Manage Partner diaries by responding appropriately to invitations and proactively resolve meeting clashes
• Liaise with internal and external contacts to arrange meetings, make room bookings and organise tech requirements and catering for meetings and events
• Attend external and internal meetings and take minutes/actions and manage any action allocations or deadlines
• Meet and greet when external contacts attend the office

Partnership Support

• Prepare monthly fee notes using our internal billing system and liaising with client teams for information and to ensure billing deadline is met
• Assist with monitoring budgets and time analysis as well as creating fee letters and updating fee schedules where required
• Confidently use our internal CRM system adding contacts and organisations as well as managing mailing lists and adding user connections
• Completing the client take on process for new work assignments, including finance requirements, conflicts check and collating all the necessary forms and information for the AML checks on behalf of Partner
• Liaising directly with the new suppliers, assisting with onboarding them by completing new supplier due diligence and forms
• Assist Partners where required with completing their Continual Professional Development (CPD)

Travel and events

• Arrange UK and/or international travel and accommodation using our travel booking system
• Support and manage events, though managing mailing lists, sending invites, monitor RSVPs and attending events to register and greet guests

Administration

• Assisting Partners and staff in the production of written or visual material such as letters, reports, tenders, agendas and presentations
• Completing expenses forms and submitting to the Finance team on behalf of Partners and the team and always checking claims against Expense Guidelines
• Updating spreadsheets with any holiday bookings and study leave schedules and advising on any conflicts
• Attending and participating in weekly team meetings, taking actions and following up where necessary, pro-actively updating team channels with company news/announcements/reminders as well as organising our various team events and socials

What skills and qualities are we looking for?

• Ideally previous experience in a similar role where you've developed the ability to multi-task, juggling competing priorities and demands to meet deadlines
• Experience of fees and billing
• Highly organised and detail orientated personality.
• Excellent oral and written communication skills, with a flare for proof reading and writing correspondence
• Be comfortable liaising with stakeholders to manage any risk to deadlines and proactively resolve any issues
• Can work independently but also willing to provide support to other PA's as and when needed
• Competent across Microsoft Office applications including strong knowledge of Teams, Word, PowerPoint, Outlook and Excel
• Willingness to learn our in-house systems, house style, billing process, D365 and potentially InDesign as need arises
• Knowledge of very basic accountancy would be helpful but not essential