Floating Personal Assistant

Williams Lea; Leeds; On-site; GBP 27,000 - 37,000; Full time

Benefits offered by this job

25 days holiday

Life Assurance

Private Medical Insurance

Dental Insurance

Cycle-to-work scheme

Discounted gym memberships

Referral Scheme

Job summary

Williams Lea seeks a Floating Personal Assistant in Leeds for high-quality administrative support across the client PA function. The role provides cover for planned and unplanned absences, with a focus on diary management, inbox handling and meeting coordination.

Hybrid role: 3 days in office, 2 remote after probation. Strong MS Office skills, discretion and the ability to manage multiple stakeholders are essential.

Qualifications

• Previous PA experience supporting multiple stakeholders.
• Excellent diary and inbox management.
• Experience with Microsoft Office Suite.
• Ability to work in a hybrid model and adapt to client processes.
• Discretion and confidentiality.

Responsibilities

• Manage multiple complex diaries with accuracy and adaptability.
• Coordinate meetings, travel logistics, and itineraries.
• Monitor PA inboxes and respond to correspondence.
• Maintain accurate records and CRM information.
• Provide cover for stakeholders to ensure continuity of service.
• Collaborate with wider teams and hand over when needed.

Skills

PA experience

Attention to detail

Time management

Microsoft Office

Stakeholder management

Remote work friendly

Discretion

Tools

CRM software

Job description

Floating Personal Assistant

Floating Personal Assistant Salary: £32,000 per annum, depending on experience
Location: Leeds LS10
Contract: Permanent, full time
Shifts: 37.5 hours per week, Mon-Fri 9am-5:30pm, 1-hour unpaid lunch
Work model: Hybrid; 3 days in office, 2 remote after probation period

Purpose of the Role

The Floating Personal Assistant role provides high-quality administrative support across the client PA function. The purpose of the role is to provide cover for both planned and unplanned short-term absences. This requires the ability to quickly adapt to different stakeholder requirements whilst maintaining the individual PAs' established ways of working, there will be a strong focus on inbox and diary management, meeting coordination and maintaining continuity of support. Unlike the traditional PA role, the Floating PA does not own the individual stakeholder relationship or establish their own ways of working. The role provides short-term cover, following established client processes, stakeholder preferences and working practices. A successful Floating PA will demonstrate excellent attention to detail, consistently high performance, strong judgement, adaptability, and the ability to thrive in a fast‑paced, confidential, and internationally focused environment. Having previously worked within private equity or financial services is highly beneficial, as is experience of supporting multiple stakeholders simultaneously. Full training on all practices is provided.

Key Responsibilities

• Manage multiple complex diaries with accuracy, foresight, and adaptability, following established diary structures, stakeholder preferences and some specific PA's ways of working
• Monitor and manage PA inboxes, reviewing incoming correspondence, identifying required actions, prioritising activity and ensuring a timely and appropriate follow-up in line with established guidance
• Coordinate internal and external meetings, including logistics and virtual arrangements
• Plan and manage intricate domestic and international travel itineraries in line with documented requirements
• Provide rapid, precise responses to shifting priorities, using established priority guidance
• Handle calls, correspondence, and confidential information professionally
• Serve as a reliable point of contact for stakeholders across time zones while providing cover, maintaining appropriate communication and continuity of service
• Maintain highly accurate records, filing systems, and CRM information
• Collaborate with wider teams, offering cover and support where required, including planned and unplanned cover and clear handovers to maintain continuity of service
• Quickly understand and adapt to the working practices of different PAs and stakeholder requirements when providing cover, maintaining continuity without unnecessarily changing established arrangements
• Uphold high standards of organisation, structure, and consistency
• Discretion and confidentiality at all times

Key Competencies

• Demonstrated PA experience supporting multiple stakeholders
• Exceptional accuracy, organisation, and attention to detail
• Strong time management and ability to stay calm under pressure
• Advanced proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint)
• Comfort working remotely while remaining connected and communicative
• Ability to anticipate needs and take proactive action within defined processes and established ways of working
• Strong prioritisation skills and the ability to manage multiple competing demands simultaneously
• Ability to adapt to varying ways of working
• Ability to follow established processes consistently while recognising when clarification or escalation is requiredComfortable working within a structured service model where ways of working are defined by the client and existing PA arrangements

Personal Attributes

• Highly structured, dependable, and consistent performer
• Nimble, adaptable, and confident navigating last‑minute changes
• Strong interpersonal skills; a collaborative team player
• Solutions‑driven mindset with sound judgement
• Discreet, trustworthy, and capable of handling sensitive information
• Comfortable adapting to established ways of workingConfident taking appropriate action within clearly defined parameters
• Resilient and composed when managing competing demands or time‑sensitive requests
• Proficient multi‑tasker

Using AI in your application

We’re happy for you to use AI tools to research us, polish your cv/cover letter, and practice interviews. Please make sure everything you submit reflects your authentic skills and experience. To keep things fair, please don’t use AI to invent or exaggerate achievements, complete assessments (unless we say it’s allowed), or to generate live interview answers.

Rewards and Benefits

• 25 days holiday, plus bank holidays (pro‑rata for part time or fixed term roles)
• Salary sacrifice schemes, retail vouchers – including our TechScheme which can be used on a range of gadgets such as Smart TV’s, laptops and computers or household appliances
• Life Assurance
• Private Medical Insurance
• Dental Insurance
• Health Assessments
• Cycle‑to‑work scheme
• Discounted gym memberships
• Referral Scheme

Equality and Diversity

The Company values the differences that a diverse workforce brings to the organisation and will not discriminate because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (which includes colour, nationality and ethnic or national origins), religion or belief, sex or sexual orientation (each of these being a “protected characteristic” in discrimination law). It will not discriminate because of any other irrelevant factor and will build a culture that values openness, fairness and transparency. If you have a disability and would prefer to apply in a different format or would like to make a reasonable adjustment to enable you to make an interview please contact us at [e-mail](we do not accept applications to this email address).

View our Privacy Notice https://www.williamslea.com/privacy-statement

Longevity driven by innovation

In a rapidly changing world, the ability to innovate and break new ground drives progress. Williams Lea has harnessed this ability for more than 200 years. Our 5,200+ talented employees worldwide are experts in delivering efficient business processes in complex and highly regulated environments. We’re always progressing. Connecting technology with expertise and strong processes to transform support services. As we enter our third century, we continue helping businesses thrive in a future driven by digitization and virtualization.