Job Summary
We are seeking a highly organised and proactive Personal Assistant to support one of the Partners in our well-established firm of Chartered Surveyors, specialising in Commercial, Residential, and Agricultural property. This is a pivotal role that requires a professional with excellent administrative skills, attention to detail, and the ability to manage a diverse range of tasks.
The successful candidate will play a crucial role in ensuring the smooth and efficient operation of the Partner's day-to-day activities. You will be responsible for providing comprehensive administrative support, managing communications, coordinating schedules, and assisting with tasks that contribute to the overall success of the firm.
Key Responsibilities
Executive Support
* Provide comprehensive administrative support to the Partner, ensuring their day-to-day operations run smoothly and efficiently.
* Take full ownership of the Partner's diary, proactively managing appointments, meetings, and travel arrangements. Ensure they are well-prepared and punctual for all engagements.
* Manage all communication on behalf of the Partner, including handling and filtering incoming calls, managing inboxes, drafting and responding to emails, forwarding critical communications, maintaining client relations and supporting email nurture sequences.
* Undertake administrative duties such as maintaining efficient filing systems (electronic and hard copy), filing correspondence and ensuring files are kept up to date, updating client details, scanning, photocopying, and archiving.
* Demonstrate excellent technical skills, including fast and accurate typing.
* Use Microsoft Office 365 tools including Outlook, Word, Excel, Teams, and other integrations to manage tasks efficiently.
* Prepare and organise documents, reports, presentations, and meeting notes.
* Write and maintain business processes and internal documentation.
* Keep records of billable hours and assist with basic financial tasks such as expense claims, reconciliation and invoicing.
* Handle personal correspondence and affairs with discretion and professionalism.
* Conduct research tasks to support the Partner's work.
* Access and input data into the firm's management systems.
Office Management
* Contribute to the smooth running of the office, ensuring it is tidy, well-stocked, and professionally presented.
* Coordinate administrative activities across departments to support operational efficiency.
* Act as a point of contact for general office enquiries and correspondence.
* Maintain databases and logs relevant to the Partner's work.
* Provide secretarial and telephone cover for colleagues when required.
* Support basic HR functions including maintaining personnel records, managing staff holiday and sickness records, etc.
Event Coordination
* Plan and organise internal and external events, including client entertainment and staff functions.
* Manage event logistics such as venue booking, catering, invitations, and itineraries.
* Ensure all events reflect the firm's professional standards and values.
Digital & Marketing Support
* Support the development of the firm's social media presence and assist with brand-building and marketing activities.
Professional Attributes
* Proven experience working as a Personal Assistant or Secretary, demonstrating reliability and professionalism in high-level support roles.
* Maintains a high level of discretion and confidentiality when handling sensitive information.
* Proactive and accountable, with a strong sense of ownership and initiative to improve processes and anticipate needs.
* Highly organised and able to manage a busy workload independently, prioritising effectively and meeting tight deadlines.
* Strong attention to detail and commitment to accuracy across all tasks.
* Excellent technical skills, including fast and accurate typing, and a high level of proficiency in Microsoft Office 365 (especially Outlook, Word, and Excel).
* Tech-savvy and quick to adapt to new systems and tools.
* Confident and approachable, with a friendly and professional manner both in person and over the phone.
* Outstanding written and verbal communication skills, with a positive and energetic attitude.
* Calm under pressure, resourceful, and solution-focused when faced with challenges.
* Flexible and adaptable in a dynamic, fast-paced environment, with a can-do attitude and willingness to support evolving needs.
* Strong interpersonal skills, naturally building relationships and representing the firm positively.
* Committed to continuous improvement and personal growth, with a mindset geared toward learning and development.
Job Types: Full-time, Permanent
Pay: £30,000.00 per year
Work Location: In person