Secretary/Personal Assistant required for an established Corporate Services company based in Gibraltar. You will provide a first-class professional support service to your appointed fee earners. The Secretary/Personal Assistant will be expected to refocus tasks and priorities periodically as required on a daily basis, to create a positive working relationship with the direct reports and their peer group. You will be personable, self-organised and have a proven track record of diary management, travel arranging, minute taking and ideally client billing invoice preparation.
What’s on offer to you?
• Genuine career progression
• Excellent working conditions, benefits and holidays
• Career enhancing training offered
What You Will Be Doing
• Act as a first point of contact and liaison for clients and colleagues, building effective working relationships and acting as gatekeeper screening calls politely and professionally.
• Detailed and proactive email inbox management including checking and summarising e-mails on a daily basis.
• Type correspondence and documents and prepare and send short holding, covering or similar letters when required.
• Develop and maintain an extensive knowledge of the fee earners’ clients, work in progress and projects and be aware of priorities, potential issues and sensitivities.
• Participate in regular work planning to review client work activities and requirements to meet all deadlines.
• Assist with client matters, including processing new requests, starting electronic filing, applying billing rates, preparing engagement letters.
• Organise and maintain electronic and hard copy document management systems.
• Manage the diaries of allocated fee earner(s) in Microsoft Outlook to ensure efficient scheduling.
• Organise extensive international travel, business trips and itineraries for fee earners including sourcing and booking flights, hotels and transport and preparing door-to-door travel packs.
• Booking client and/or inter-office meetings, arrange conference calls and organise client lunches, dinners, workshops, conferences, seminars etc.
• Work proactively with fee earners to ensure that documentation is produced to meet clients’ expectations.
• Undertake audio and copy typing, photocopying, scanning and faxing of documents.
• Demonstrate an understanding of, and assist to coordinate, the end-to-end billing process.
• Proofread and undertake quality checks on all work produced.
• Support fee earners with priority client and business development initiatives working with the Firm’s in-house Marketing and Business Development function as required.
• Assist fee earners with HR-related administration tasks including accurately recording absence of team members, management of team annual leave requests, maintenance of up-to-date CPD/learning records and provision of administrative support at appraisal time.
• Provide excellent cross-team and cross-departmental support whenever as required.
What You Will Need to Succeed In This Role
• Educated to graduate level ideal. Must hold at least 5 GCSEs (A-C) or equivalent, to include Mathematics and English.
• Solid, recent PA/secretarial experience at Partner or Director level preferably gained within a professional services environment or partnership.
• Experience of fee/billing management and financial tasks.
• Able to draft, type, format, prepare and produce a wide range of high quality documentation, correspondence, statistical information, graphics, presentations and short reports.
• Excellent attention to detail and accuracy.
• Superior organisational diary management skills.
• Excellent knowledge of Microsoft Office, particularly Outlook, Word, PowerPoint and Excel.
Keywords: Secretary | Personal Assistant | Gibraltar | Diary management | Meetings | Microsoft