PA & Team Administrator

Hollybank Trustees Ltd; Greater London; Hybrid; GBP 40,000 - 52,000; Full time

Job summary

Sagacity is seeking an experienced Personal Assistant to provide comprehensive support to the management team in a Hybrid London setting. The role requires meticulous calendar management, travel planning, and professional liaison with senior stakeholders to ensure smooth operations and timely preparation of materials.

The successful candidate will bring at least 3 years of PA experience, strong organisational skills, and the ability to manage multiple priorities with discretion and

Qualifications

• Minimum 3 years PA experience in a similar role.
• Excellent diary/calendar management and prioritisation skills.
• Ability to organise domestic travel and hotels.
• Strong liaison with internal and external contacts, including senior stakeholders.

Responsibilities

• Provide PA and administration support to the management team.
• Manage diary, meetings, travel arrangements and expenses.
• Draft correspondence and prepare materials for meetings.
• Organise internal and external events and briefings.
• Support with board packs and reporting where required.
• Assist with ad hoc projects and cover for absences.

Skills

PA experience

Diary management

Travel coordination

Stakeholder communication

Job description

Location: Hybrid / Monument St, London EC3R 8AJ, UK
job type: Permanent / Full-time
Sector and subsector: Business Support | Executive Support
Salary: Competitive salary

The Role

To provide PA and administration support to the management team, you will be a flexible and self-motivated individual with demonstrable administration experience, ideally from working in a similar function previously with minimum 3+ years PA background.

Responsibilities

• Comprehensive diary management, with a degree of autonomy in prioritising and resolving scheduling conflicts for senior staff members
• Organising business domestic travel and hotels
• Drafting correspondence and liaising confidently with internal and external contacts, including more senior stakeholders
• KPI monthly pack
• Meeting set-up, including organising refreshments, catering, and room bookings
• Conducting research on companies ahead of meetings
• Meeting and greeting clients and visitors, including registering weekly guests with the main reception and security team
• Supporting the organisation of internal company events, including the Summer and Christmas party - taking a lead role on smaller events where required
• Booking team events and restaurants for internal and external events
• Collating and submitting expenses and timesheets, including a first check of team submissions before sign-off
• Supporting the legal team with proof reading and checking NDAs, and supporting with ad-hoc projects as needed when Senior PA is off.
• Organising internal and external meetings
• Creating presentations, documents and reports, with light editorial input where appropriate
• Dealing with incoming post and deliveries
• Reporting into the Senior PA, and providing holiday/ sickness cover for the three partners, including collating board packs if required
• Providing support to other internal departments as required

Team & Office Administration

• Supporting day-to-day oversight of general office duties, ensuring standards are maintained across the floor/team
• Ordering office and kitchen supplies and monitoring stock levels
• Maintaining and devising office systems, including filing and data management
• Carrying out regular checks of shared spaces, meeting rooms, and kitchen areas to ensure they are presentable and stocked
• Support for facilities-related issues, liaising with building management/IT as needed
• Supporting onboarding of new starters with office/admin-related setup (desk, access, supplies)

You will have excellent communication, planning, prioritisation and organisational skills. You will demonstrate strong commercial awareness, which promotes and protects the interests of both Sagacity and our clients alike. Key competencies and requirements include:

• Excellent planning and reporting
• Clear and transparent communication
• Delivery and deadline driven
• Client relationship management
• Logical and structured approach
• Critical thinking and problem solving
• Decision-making
• Team player, approachable, likeable
• Trustworthy
• Stress tolerance
• Presentable, professional, punctual
• Flexible to travel