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Personal Assistant
Location
United Kingdom
Posted
10 days ago
Salary
0
Seniority
Mid Level
No structured requirement data.
Job Description
Personal Assistant
Quilter
Role Description The main purpose of the role is to work with the Distribution Director and the UK Sales Leadership team to support the delivery of the function’s objectives and strategic goals. - Effective diary management; co-ordinating meetings, highlighting/resolving clashes, accepting/declining invites, organising delegate attendance, and liaising with the Heads of Sales on the urgency/importance of meetings. - Supporting office visits and other external meetings, e.g. travel time, parking at Quilter House, rooms for meetings. - Scheduling recurring meetings; monthly team meetings, 1:1s, regular check-in meetings with key stakeholders around the business. - Regular catch-up meetings with the Heads of Sales to review outstanding queries/emails using a pre-prepared action list. - Inbox management; flagging important emails requiring action, deleting junk email, and responding to emails where possible, including adviser emails. - Input expenses for the Heads of Sales and approve direct reports’ claims on behalf of the Heads of Sales, using Workday. - Book travel as required for the Heads of Sales, using Click Travel system, keeping within agreed budget limits. - Input relevant information onto the Gift Register for the Heads of Sales, including adviser meetings where hospitality has been provided. - Organising the monthly team meetings for each region – building the agenda, arranging guest speakers, and booking meeting rooms/refreshments. - Ensure invoices are processed efficiently, with costs correctly coded, approved, receipted within deadlines, and emailed to Finance for crossmatching. - Supporting the recruitment process for Distribution as required, including raising vacancy requisitions via Workday, agreeing interview slots, and co-ordinating new starter IT equipment. - Compiling induction plans for new starters, including introductory meetings with colleagues, scheduled training/CBTs, and a visit to Quilter House. - Supporting meetings and events as required, booking meeting rooms/refreshments, providing attendee lists/dietary requirements, and raising POs for Marketing Events team. - Maintenance of an established digital filing system for PA team access. - Maintenance of the Consultant Information spreadsheet with correct data. - Maintenance of the Starters/Leavers Tracker spreadsheet with correct data. - Maintenance of the Structure Chart for Distribution and share with relevant areas. - Maintenance of the Study/Exams spreadsheet with correct data. - Maintenance of the Events Log spreadsheet for internal meetings and adviser meetings. - Regular review of the Sales PA mailbox, particularly in the event of team absence. - Contribute to audits as required, highlighting recurring issues or complaints. - Ensure adherence to regulatory and legislative policies and procedures. - Responsibility for ongoing review and streamlining of relevant Sales processes/procedures. - Actively contribute to the ongoing improvement and efficiency of processes across the department. Qualifications - Excellent communication and organisational skills. - Ability to manage own time to deliver to deadlines. - Ability to work with discretion and privacy when dealing with sensitive data. - Excellent attention to detail and ability to methodically work through requirements. - Ability to work as a team player. - Professional approach. - Adaptable to change. - Previous experience as a personal assistant. Benefits - Holiday: 182 hours (26 days). - Quilter Incentive Scheme: All employees are eligible to participate in the incentive scheme. - Pension Scheme: A non-contributory company pension scheme that can be boosted through personal contributions. - Healthcare Cash Plan: Jersey employees only. - Benefit Allowance: A cash benefit allowance is payable in lieu of some of our core benefits. - Flexible benefits available to UK employees via salary deduction.
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