Personal Assistant to Director of Finance

Job description

Reporting to - Director of Finance

Department - Finance

Primary location - Eaton Estate Office, Chester

Main purpose of role

To provide proactive, executive support to the Director of Finance, delivering a highly professional standard of work, enhancing the effectiveness of the Director of Finance to be able to deliver business objectives. To also provide support to the Finance Leadership Group (FLG) and play an integral role in ensuring that the team operates smoothly.

Key responsibilities

• Proactive diary management : Proactively manage diary commitments, priorities and deadlines effectively for the Director of Finance, with the objective of prioritising competing commitments and allocating sufficient preparation time for meetings, including access to the appropriate paperwork. Organise room bookings (including booking lunches/refreshments when applicable), travel, and accommodation and where applicable prepare detailed itineraries. Support the FLG and other team members on complex diary and travel? commitments.

• Document production : Support production of confidential correspondence, reports and other complex documents in Word and PowerPoint, working within appropriate style guidance. Creating, where necessary additional templates and minimising the day-to-day routine administration for the FLG.

• Administrative support : Acting on own initiative to answer queries where appropriate; highlighting urgent matters and ensuring deadlines are diarised and highlighted, including tracking significant projects where relevant. Greeting of visitors, distributing post, internal meeting room set up where required. Proactively manage filing, including creating new project files, organising email advice and paperwork and acting as departmental champion for information governance activities.

• Meeting planning: Arrange, co-ordinate and service meetings as required, including the preparation of recurring and ad hoc reports, minutes and papers, playing a contributing role where appropriate.

• People management processes and actions: Assist with HR responsibilities e.g. diarising PDR discussions and follow up with documentation, collation and monitoring of the delivery of training requirements.

• Team support: Co-ordinate and manage communications including preparing briefing notes and team communications. Assist with the planning, organising and managing of events e.g. team building days.

• Meeting attendance, action points plus follow up : As required, attend relevant meetings and assist with production of agendas, minutes and on an ad-hoc basis, support with corresponding actions. This includes support for FOOM meetings and other meetings involving FOB members as required.

• Technology: Champion new technologies to ensure PA and administration practices are as efficient and as effective as possible.

• Wider support: Proactively develop and maintain strong working relationships with other departments across the organisation to aid support provided to senior managers. Provide support and holiday cover to the Family Office PA population, supporting other senior managers where required.

In addition, all employees must demonstrate the following responsibilities:

• To continuously develop and improve
• To comply with company policy and best practise in security, legal and regulatory compliance
• To carry out duties, within the relevant legislation at all times and be familiar with the terms of all current legislation relevant to the role
• To ensure H&S responsibilities are fulfilled, including:

• To have responsibility for personal safety and the safety of others
  
  • To ensure that all H&S responsibilities are fulfilled and that safety and welfare is maintained
• Plan enough time for work to be done in a healthy and safe way
• To assume delegated authority to take aversive/proactive action where appropriate to prevent a potential situation escalating to an accident or health and safety failure
• To complete any other duties as required from time to time

Essential skills and attributes:

Skills & Experience

• Minimum three years' experience in a similar Personal Assistant support role with strong administrative skills.
• High level of computer literacy with a willingness to participate in training to further skills. Advanced abilities in MS Word, Outlook and PowerPoint, with experience in Excel.
• Experience of working in a Professional Services or Financial Services environment.
• Excellent interpersonal and communication skills, both written and verbal.
• Outstanding organizational skills with ability to prioritize and multi-task.
• Flexibility to adapt to changing business needs and requirements.
• Attention to detail and dedication to providing quality, error-free work.
• Effective relationship builder and confident interacting with a broad range of stakeholders.
• Conscientious and motivated with strong personal initiative to make things happen - seeking out tasks to undertake and developing skills.
• Ability to work professionally to meet deadlines and collaboratively in a team environment.
• Professional, discrete and confidential at all times.

All employees must uphold the shared values of Grosvenor:

• Integrity, be honest, fair and open
• Trust, be loyal, reliable and deliver on commitments
• Respect, be inclusive, straightforward, collaborative, caring and thoughtful

Key performance indicators

• Positive feedback from Director of Finance and FLG.
• Administration support provided accurately, timely and to a high quality in priority order.

Additional information

• To occasionally provide assistance outside of working hours if required.

• Access to sensitive information therefore absolute discretion and client confidentiality required.

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