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iconJob ID:
R09070
iconLocation:
London, United Kingdom
iconDate posted:
29 July 2022
iconCategory:
Secretarial & Administration

Senior PA

Ideas | People | Trust

We’re BDO. An accountancy and business advisory firm, providing the advice and solutions businesses need to navigate today’s changing world.

Our clients are Britain’s economic engine – ambitious, entrepreneurially-spirited and high‑growth businesses that fuel the economy - and the owners and management teams that lead them.

We’ll broaden your horizons

Playing an important support role at BDO, our Secretarial and Administration team contributes to our success by taking responsibility for planning and organisation. Their proactive approach to what we do ensures our projects operate seamlessly and co-operation remains strong across our firm. Whatever the challenge, they provide the foundations on which we can excel. Joining this team, you’ll enjoy a friendly and supportive environment – and plenty of variety to keep you on your toes. Want to play your part in our international operation?

We’ll help you succeed

Our clients trust us because of the quality of our advice.  That quality grows from a thorough understanding of their business, and that understanding comes from working closely with clients and building long-lasting relationships.

You’ll be someone who can work pro-actively, managing your own tasks, but you’ll also be confident collaborating with others, communicating regularly with senior managers, Directors, and BDO’s Partners to enable us to serve our clients effectively.  You’ll be encouraged to identify and draw attention to opportunities for enhancing our delivery and providing additional services to our clients.

We have an opportunity for a Senior PA to join our team in this rewarding role where tasks will include:

Diary Management

Seeks to understand priorities, so is in a position to reschedule meetings when the need arises with minimal guidance. Actively ensures partner is punctual for meetings and is aware of partner’s location at all times. Assists partner in managing diary commitments to ensure that internal as well as external reputation is considered when rearranging or cancelling appointments.  Keeps partner appraised of changes. Agrees with partner when to consult and when to resolve matters independently.  Actively assists partner to prepare for forthcoming meetings.   Collates any documents required and has them ready for imminent meetings.

Email Management

Monitors partner’s email account in their absence and provides agreed assistance at other times. 

Travel arrangements

Organises a large amount of complex travel arrangements and itineraries for two Partners. Preparing travel documentation, arranging flights and accommodation and organising multiple meetings on the trips. Manage relationships with external contacts at the locations of travel. Liaison with contacts at BDO International offices. Organise de-briefing and follow-up after every overseas trip.

Event Management

Organisation of high profile charity and networking events. Act as a representative of the Partners at events and meetings.  Event management liaison with charity representatives, attendees and internal hospitality for all events and functions held at BDO.

Charity Matters

Provide support to one Partner on all Charity matters in his capacity as Trustee of various Charities. Administration of BDO Charitable Trust including attendance and minute taking at Trust meetings. Ensuring the filing of all charity related matters is kept up to date at all times.

Finance

Processing expenses and supplier invoices in a timely manner. Keeping Partners updated on their finances and assisting with occasional billing requests.

Documentation

Produces a consistently high standard of work, at speed and under pressure.  Ensures that all documentation is brand and CVI compliant. Makes suggestions on how to improve documents and advises partner of errors.  Able to generate draft responses to routine correspondence for finalisation by partner.  Automatically drafts routine, recurring correspondence.

Project Management

Ad-hoc project management as new Partner initiatives arise.

Staff Supervision

Leads by example.  Adept at delegating. Coaches junior team members in how to manage priorities and negotiate adjusted timelines.  Identifies ways in which the team can improve the client experience. Provides guidance, support and motivation to colleagues to help them understand change initiatives.  Keeps an eye open for issues and intervenes personally to help resolve them or flags them to line manager. Encourages colleagues to maintain their handover notes. Challenge colleagues who fail to display the firm’s values. To liaise with our Business Support Hub and delegate relevant work to them.

The successful individual will bring to the role:

  • Extensive experience of diary management
  • Advanced level in Word, Excel, PowerPoint and Outlook
  • Previous experience working at a senior PA level
  • Exceptional spelling, punctuation and grammar
  • GCSE English and Maths (or equivalent)
  • Typing speed minimum 50 – 60wpm

And qualities that include:

  • Is reliable and punctual and has a flexible approach.  Presents a professional appearance and attitude at all times.
  • Is proactive and completes matters arising before being instructed to do so.  Forward thinking and anticipates requirements. Strives to suggest possible solutions and actively looks for ways in which they can assist others, using the wider team as appropriate.
  • Is adept at coping with changing priorities and organising colleagues to help meet deadlines or respond to urgent issues.  Remains calm and focused when working under extreme pressure.
  • Behaviour and attention to detail illustrates what exceptional client service (ECS) is, encourages others to do likewise and is a role model for how to identify and overcome barriers to ECS.  Consistently adheres to the standards set by the Business Support Client Service Charter.
  • Is highly self aware. Trusted to respond to sensitive matters appropriately. Exercises good judgement in deciding when to raise issues.
  • Confident written and verbal communicator.  Communicates face to face as much as possible rather than via email. Uses non verbal behaviour to promote open communication. Is confident at speaking at team meetings.  Able to relate to people at all levels with ease.  Sets an example by treating everybody with respect.
  • Discourages others from dwelling on problems and escalates issues when appropriate to do so.
  • Recognises and takes responsibility for ensuring that skills are maintained up to date and relevant.

You’ll be able to be yourself; we’ll recognise and value you for who you are and celebrate and reward your contributions to the business.  We’re committed to agile working, and we offer everyone the opportunity to work in ways that suit them, their teams, and the task in hand.

At BDO, we’ll help you achieve your personal goals and career ambitions, and we have programmes, resources, and frameworks that provide clarity and structure around career development.

We’re in it together

Mutual support and respect is one of BDO’s core values and we’re proud of our distinctive, people-centred culture.  From informal success conversations to formal mentoring and coaching, we’ll support you at every stage in your career, whatever your personal and professional needs.

We can provide the best support for our clients and people when we’re working side by side.  Our agile working framework helps us stay connected, bringing teams together where and when it counts so they can share ideas and help one another.  At BDO, you’ll always have access to the people and resources you need to do your best work.

We know that collaboration is the key to creating value for our clients and satisfying experiences at work, so we’ve invested in state-of-the-art collaboration spaces in our offices.  BDO’s people represent a wealth of knowledge and expertise, and we’ll encourage you to build your network, work alongside others, and share your skills and experiences.  With a range of multidisciplinary events and dedicated resources, you’ll never stop learning at BDO.

We’re looking forward to the future

At BDO, we help entrepreneurial businesses to succeed, fuelling the UK economy.

Our success is powered by our people, which is why we’re always finding new ways to invest in them. Across 17 UK locations, we are 6,500 unique minds coming together to help our clients reach their ambitions.

We’ve got a clear purpose, and we’re confident in our future, because we’re adapting and evolving to build on our strengths, ensuring we continue to find the right combination of global reach, integrity and expertise. We shape the future together with openness and clarity, because we believe in empowering people to think creatively about how we can do things better.

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