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Personal Assistant to MD

  • Location

    City of London, London

  • Sector:

    HR & Executive Support

  • Job type:

    Permanent

  • Salary:

    £38000 - £45000 per annum + Plus Benefits

  • Contact:

    Kayley Whybrow

  • Contact email:

    kayley@kennedypearce.com

  • Job ref:

    KWPA_1626175495

  • Published:

    2 months ago

Location 3 Days London, 2 days Essex Epping
Hours 9.30-5.30

This is an exciting opportunity working for a Boutique but Global Insurance firm who are based in the heart of the City but also have a Private Family office based in Epping in Essex. No two days will be the same, you will be juggling both business and personal duties while supporting the business Managing Director.

The PA supports the Managing Director by taking on all personal administration duties that support the smooth running of the business, home, and family life. They will work closely with the MD's Nanny/Housekeeper to ensure that family commitments, appointments and tasks are aligned, diarised, and completed.

Duties as Personal Assistant:

  • Full comprehensive proactive diary management to plan for smooth running, problem solving and presenting solutions and options where required
  • Booking medical appointments for the family and ensuring medications are stocked and in date
  • Booking appointments for professional help e.g. lawyers, accountants
  • Working closely with the Nanny/Housekeeper and EA to the CE to ensure alignment of the MD and CE work diaries and personal commitments and plans
  • Ensure that internal meetings are appropriately scheduled and in line with other company deadlines and priorities
  • Ensure the MD's meetings and business needs are aligned and clearly communicated and planned for including preparing meeting packs and papers in advance of meetings and proactively pre-empting the MD's requirements in advance
  • Ensure the office environment and meeting rooms are adequately prepared and organise
  • Greet the MD providing refreshments and ensuring she has everything needed for the day
  • Greet visitors and ensure they are appropriately looked after providing refreshments and support
  • Keep the MD on track of time by providing reminders when meetings are overrunning and/or rearranging matters were needed
  • Acting as the secretariat meetings chaired (and/or attended) by the MD by: planning and coordinating agendas, papers, and minutes, scheduling, and monitoring attendance
  • Devising/maintaining office systems, including data management and filing on behalf of the MD including email management and filing for the MD
  • Strengthening communications across the team and wider organisation to ensure that messages are delivered
  • Ensure passports and visas are in date and proactively planning their renewals where needed

The person specification

  • You must be organised
  • You must have covered both business and personal duties

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