Personal Assistant

With Intelligence is a leading provider of business intelligence, data and employ over 600 colleagues globally with our head office based in London.

We are recruiting a Personal Assistant, to join the London team, initially on a 3 month fixed term contract which could be extended or reviewed as a permanent opportunity. The role is to provide effective administrative and secretarial support for designated ExCo members, including arranging meetings, taking minutes, travel arrangements and undertaking discreet desk-based research. This role will also involve providing direct cover for and back up to the PA to the CEO, during holidays and other absences and may be called upon to provide Front of House cover, on occasion.

Responsibilities

• Provide high level, professional secretarial and administrative support to a mix of ExCo members
• Proactively manage diaries by scheduling, prioritising and organising internal and/or external meeting and appointments
• Track incoming correspondence and draft routine responses to a high standard; screen phone calls, take messages and manage enquiries and requests, ensuring that all important matters are dealt with efficiently and effectively
• Ensure that cyclical management deadlines for reports, presentations, briefing papers etc. are met
• Organise and plan events and/or meetings: sourcing and booking venues and/or meeting rooms, coordinating diaries, arranging catering, greeting visitors/clients and preparing any supporting material as necessary
• Prepare travel itineraries for ExCo members’ business trips: make travel and accommodation arrangements and ensure any expenses are accurately collated and submitted
• Prepare and coordinate agendas and presentation materials for meetings led by ExCo members
• Attend specific meetings, led by ExCo members, ensuring that notes/minutes are recorded accurately, circulated and agreed actions are followed up
• Maintain a high degree of awareness of the ExCo members’ workload and priorities, anticipating actions and requirements on their behalf
• Build and maintain relationships with all internal and external stakeholders to be able to act effectively on behalf of the ExCo members
• Maintain effective office systems, filling and data storage, including emails and retrieval systems, ensuring the needs of ExCo members are met
• Provide cover for and support to the PA to the CEO during holidays and other absences, and provide Front of House cover, on occasion.
• Undertake research and ad hoc special projects, as needed, or other duties that may from time to time be necessary

• Experience of providing high-level PA support at C-suite level in a fast-paced business environment
• Solid experience in complex diary management and providing comprehensive administrative support
• Excellent written and verbal communication skills
• Excellent interpersonal skills - able to work as part of a team and build effective working relationships across the organisation to provide an excellent level of customer care
• Able to be discrete and to deal appropriately with confidential information, whilst exercising tact, and diplomacy
• Able to prioritise work and adapt to competing demands and deadlines, as necessary
• Methodical approach to work, with a strong focus on accuracy and attention to detail
• Strong problem solving, influencing and negotiating skills – can clearly explain and present problems and issues to others and contribute to their resolution
• Can demonstrate resilience and remain calm under pressure, particularly when dealing with difficult situations
• Able to research, process and present complex information clearly and concisely
• Can work well with minimal supervision, within defined parameters, demonstrating initiative and the ability to be proactive
• Good level of proficiency in MS Office products, i.e. Outlook, SharePoint, Word, Excel and PowerPoint, and competent in the use of online video conference platforms, such as MS Teams & Google Meet.
• Experience in supporting financial management such as processing of invoices/expenses

• 24 days annual leave rising to 29 days
• Enhanced parental leave
• Medicash (Health Cash Plans)
• Wellness Days
• Flexible Fridays (Opportunity to finish early)
• Birthday day off
• Employee assistance program
• Travel loan scheme
• Charity days
• Breakfast provided
• Social Events throughout the year
• Hybrid Working

Our Company:

With Intelligence is based at One London Wall, London EC2Y 5EA. We offer amazing benefits, free breakfast daily and drinks provided all day, every day. We actively encourage social networks that oversee activities from sports, book reading to rock climbing, that you are free to join.

As part of our company, you will enjoy the benefits of an open plan office and working with a social and energetic team. With Intelligence provides exclusive editorial, research, data and events for senior executives within the asset management industry. These include hedge funds, private credit, private equity, real estate and traditional asset management, and our editorial brands are seen as market leaders in providing asset manager sales and IR execs with the actionable information they require to help them raise and retain assets. To maintain and grow our position in the market we need to continue to hire highly motivated, thoughtful and to ensure our subscribers are getting the exclusive intelligence they need first, and most comprehensively, through our range of services. If you are interested so far in what you have read, please apply, we look forward to hearing from you.

We are an Equal Opportunity Employer. Our policy is not to discriminate against any applicant or employee based on actual or perceived race, age, sex or gender (including pregnancy), marital status, national origin, ancestry, citizenship status, mental or physical disability, religion, creed, colour, sexual orientation, gender identity or expression (including transgender status), veteran status, genetic information, or any other characteristic protected by applicable law.