Business Assistant - Director of CIO Office

St. James's Place; London; On-site; GBP 30,000 - 50,000; Full time

Job summary

An established industry player is seeking a dedicated Personal Assistant to support the Director of the CIO Office. This role involves managing daily activities, coordinating meetings, and liaising with stakeholders to ensure smooth operations. The ideal candidate will possess strong organisational and communication skills, with a proactive approach to problem-solving. Join a dynamic team that values innovation and excellence, where your contributions will make a real impact. Enjoy a competitive benefits package, including generous parental leave and a rewarding bonus scheme, all while working in a supportive environment that fosters professional growth.

Benefits

Discretionary Annual Bonus

28 Days Annual Leave

Private Medical Insurance

10% Non-Contributory Pension

Competitive Parental Leave

Qualifications

• Proven experience as a personal assistant or similar administrative role.
• Strong organisational skills with the ability to manage calendars and coordinate multiple stakeholders.

Responsibilities

• Manage speaker requests and scheduling for meetings.
• Coordinate travel arrangements and manage expense reports.
• Support the CIO Office in planning and executing department-wide events.

Skills

Organisational Skills

Communication Skills

Problem-Solving

Tools

Microsoft Office

Calendar Management Tools

Job description

Are you ready to chart your own career path? At SJP, we need talented individuals like yourself to support our evolving culture. If you're seeking an employer that is passionate about excellence, innovation, and autonomy, SJP could be the place for you.

At a glance:

• Location: London - Lombard Street Office
• Workplace Type: On-Site
• Employment Type: Permanent
• Seniority: Entry Level

In this role, you'll provide comprehensive support to the Director of CIO Office and the wider CIO Office, ensuring the efficient management of day-to-day activities. You will collaborate effectively with all other Executive/Business Assistants, fostering a supportive and communicative environment. This includes participating in regular check-ins, sharing information, and coordinating on cross-team workflows to help maintain efficiency. Your ability to build positive working relationships and communicate clearly will be essential in supporting the overall administrative functions smoothly.

You will be responsible for working with key stakeholders to ensure the correct senior divisional resource is deployed into FMT and the Partnership. Liaising with members of FMT to proactively seek to deploy resources based on priorities.

You'll oversee and coordinate diary commitments for both internal and external meetings. This includes preparing agendas, accurately capturing minutes, and recording action items to facilitate effective follow-up.

What you'll be doing:

• Manage speaker requests for Investment Specialists and the wider Investment Division from the Partnership and Field Management Team to ensure resource is allocated efficiently to have the best impact. Work with senior stakeholders in the Division to ensure their time is used effectively within the Partnership.
• Scheduling and responding to meeting invites. Be the first point of contact for all visitors, managing all in-person meeting requirements—from arranging catering to ensuring IT equipment is set up and fully functional.
• Production and formatting of meeting agendas & minutes, and meeting actions.
• Ensure Board and Committee paper deadlines are met, working with staff who prepare content and ensuring that adequate time is scheduled for the Director of CIO Office to review papers.
• Coordinating travel arrangements for local and international travel. Prepare and distribute schedules/agendas for travel.
• Prepare, reconcile, and track expense reports through the travel and expense system.
• Supporting procurement with the management of invoices, raising purchase orders, and processing payments.
• Manage delegated responsibilities for holiday approvals, including absence & sickness management.
• Organise IT requirements and coordinate onboarding of new employees.
• Support the CIO Office in planning and executing department-wide events, location meetings, podcasts, webinars, working group meetings, off-sites, and social gatherings.
• Perform general office duties such as scanning, photocopying, filing, archiving, etc.
• Be reactive & flexible to support any other needs of the business, as necessary.

Who we're looking for:

Essential experience

• Proven experience as a personal assistant or similar administrative role.
• Strong organisational skills with the ability to manage calendars and coordinate multiple stakeholders.
• Good communication skills, with the ability to manage correspondence and engage with both internal and external stakeholders.
• Proactive problem-solving approach, with the ability to anticipate needs, manage competing priorities, and work under pressure.
• Ability to work on-site (4 days a week) in a dynamic office environment, providing hands-on support and fostering strong in-person relationships with key stakeholders.

Desirable experience

• Experience in coordinating travel arrangements and managing expenses in line with company policies.
• Ability to plan and execute events, including internal meetings and leadership team activities.
• Proactive and adaptable approach, with the ability to anticipate needs and problem-solve efficiently.
• Strong IT proficiency, including experience with Microsoft packages and calendar management tools.

Special Requirements:

Strong in-office presence required with some flexibility around working hours expected from time to time.

What's in it for you?

We reward you for the work you do, whether that's through our discretionary annual bonus scheme that reflects both personal and company performance, competitive annual leave allowance (28 days plus bank holidays, with the option to purchase an additional 5 days), or online rewards platform with a variety of discounts.

We also have benefits to support whatever stage of life you are in, including:

• Competitive parental leave (28 weeks full pay)
• Private medical insurance (optional taxable benefit)
• 10% non-contributory pension (increasing with length of service)

Reasonable Adjustments: We're an equal opportunities employer and want to ensure our recruitment process is accessible and inclusive for all. If you require reasonable adjustments at any stage, please let us know by emailing us at [e-mail].

Research indicates that applicants, especially from underrepresented groups, may be discouraged from applying if they do not meet all criteria or have been on an extended career break. If you believe you would be a good fit for this role and can demonstrate transferable experience, please apply regardless of whether you tick every box.

What's next?

If you're excited about this role and believe you have the skills and experience we're looking for, we'd love to hear from you! Please submit an application by clicking 'apply' below, and our team will be in touch.

As a business regulated by the FCA, we advise you to familiarize yourself with the conduct regulations and consumer duty obligations prior to an interview with SJP.