Personal Assistant

Job Title:  Personal Assistant 

Reporting to:  PA Manager 

Job Purpose

This role supports up to three Partners with day-to-day diary management, proactive business development support, and organisation.  This includes proactively following up with contacts to arrange meetings; preparing briefing packs ahead of meetings; managing diaries; expertly juggling priorities; and working closely with  colleagues in the Clients and Markets team on business development, events, and the firm’s marketing campaigns.

The role requires an astute and supremely well-organised person, who attends to their duties to a very high standard and proactively, with the requisite confidence, diplomacy and discretion. We are looking for someone who is comfortable operating at elevated levels, including in direct contact with our clients.  The candidate must be articulate and have experience within a corporate environment.

Schillings is a busy, dynamic and entrepreneurial business providing a 24/7 service to our clients globally, so a responsive, flexible and diligent mindset is essential.

Role Accountabilities

Broadly these fall into two categories: administration and business development support.  Highly efficient administration skills are needed to maximise and optimise the time available to Partners. 

Administrative Support:

• Complex diary management., resolving clashes and proactively taking ownership.
• Assisting with preparation for meetings including travel arrangements, preparing papers and agendas. This includes booking international travel and preparing travel itineraries.
• General administrative duties including printing, typing, proof reading, amending and formatting documents/ reports/ presentations into Schillings house style.
• Manage Partner mailboxes.
• Submitting expense forms and receipts.
• Scheduling meetings, appointments and filing support.
• Data analysis of excel spreadsheets.
• Regularly liaising with the Clients & Markets team to ensure sales collateral is up to date.
• General PA duties including answering calls and responding to emails.
• Absence cover for other members of the PA team.

Business Development Support:  

• Be diligent in the collection of and storing of data and intelligence into the CRM system.
• Be knowledgeable about the firm’s BD methodology and process to develop client relationships.
• Act as a central point of contact for administration of BD activities and liaise with the Clients & Markets team regularly. This includes:
• Collaborating to understand Partners intent, goals, priorities and challenges.
• Maintaining master contacts lists, running meetings lists, business development event planning, BD pipeline management and tracking opportunities.
• Liaising with Clients & Markets team to understand current BD goals, updates on brief and actions arising out of marketing campaigns.
• Research organisations and individuals online to identify new leads and potential new markets.
• Awareness of Clients & Markets’ calendar of conferences and BD trips that require itineraries and intelligence lead research for briefing packs to be developed in detail in advance.
• Preparing Taxi Reports/Bios for BD meetings.
• Help ensure we are meeting the target number of BD meetings in the diary each week.
• Ensure intelligence/data from meetings are submitted and any follow up actions identified are managed and actioned. Provide periodic updates on outstanding actions.
• Support Partners in converting opportunities into client work.

Knowledge, Skills and Experience Required

• Very well organised with exceptional attention to detail.
• Strong verbal and written communication skills.
• An ability work effectively at all levels.
• Skilled at anticipating others’ requirements, effectively managing priorities and expectations, and navigating issues to deliver a calm service, making the sometimes difficult appear always easy. 
• Advanced Microsoft Office skills are essential, particularly Outlook, Word, Excel and PowerPoint.
• Experience of using case management and client relationship management systems (CRM) will be advantageous.
• Analytical thinker - driven by curiosity to get to the bottom of things and solve a problem.
• Interest in global current affairs, the work that Schillings does and our clients.
• A team player and excellent listener who thrives in a fast-paced environment.