Personal Assistant – Private Equity

Bain and Gray; City Of London; On-site; GBP 30,000 - 45,000; Full time

Job summary

A recruitment agency for administrative roles is seeking a highly organised Personal Assistant to support senior leaders in London. This role involves managing complex diaries, coordinating meetings, and preparing documentation in a fast-paced environment. Candidates should possess excellent multitasking and organisational skills, alongside advanced proficiency in Microsoft Office and SharePoint. The position offers a unique opportunity to facilitate communication within a global network.

Qualifications

• Significant experience supporting senior leaders in a corporate environment.
• Proven experience in complex diary management and meeting coordination.
• Strong proficiency in Microsoft Office and online collaboration tools.

Responsibilities

• Manage busy diaries for senior executives, scheduling meetings effectively.
• Coordinate national and international meetings across time zones.
• Arrange travel and accommodation for executives.

Skills

Organisational skills

Time management

Communication skills

Attention to detail

Multitasking

Confidentiality

Team collaboration

Tools

Microsoft Office

SharePoint

Job description

If you haven’t heard from us within 48 hours of submitting your CV then unfortunately your application hasn’t been successful this time. Do keep an eye on our website for new roles that are being added every day.

Job Description

Role Summary

We are seeking a highly organised, professional, and proactive Personal Assistant to provide comprehensive support to a group of senior leaders based at London Head Office. This individual will play a pivotal role in managing complex diaries, coordinating meetings and events, preparing documentation, and ensuring smooth communication between the Head Office and the global network.

The role requires exceptional attention to detail, strong interpersonal skills, and the ability to manage multiple priorities in a fast-paced and international environment. This is an excellent opportunity for someone who thrives on organisation, collaboration, and discretion, and who takes pride in contributing to the success of a mission-driven global education group.

Key Responsibilities

• Manage busy, fast-moving diaries for multiple senior executives, including scheduling meetings, resolving conflicts, and ensuring effective time management.
• Coordinate national and international meetings across multiple time zones, preparing agendas, taking minutes, and circulating follow-up actions.
• Arrange travel and accommodation for executives and visitors, including flights, trains, cars, hotels, and visas.
• Support the preparation and formatting of presentations, board packs, and internal reports.
• Organise and support events such as termly leadership meetings, governors’ meetings, and global team sessions.
• Collate and reconcile personal and company credit card expenses, ensuring timely submission and accurate records.
• Assist in the preparation of budget and board meeting documentation.
• Maintain trackers and reporting documents to monitor progress on projects and key deliverables.
• Liaise with global teams, their administrative teams, and other stakeholders across the UK and global network to coordinate reports and updates.
• Handle confidential and sensitive information with absolute discretion, particularly regarding governance
• Maintain SharePoint folders, calendars, and communication channels to ensure information is current and accessible.
• Provide flexible administrative support across departments including Projects, Estates, Marketing, HR, and Finance.
• Assist with proofreading and formatting correspondence, presentations, and internal communications.
• Undertake ad hoc projects and tasks at the request of senior leaders.

What the Ideal Candidate Will Have

• Significant experience supporting senior leaders or executives in a fast-paced corporate or international environment.
• Excellent organisational and multitasking skills, with strong attention to detail and the ability to prioritise effectively.
• Proven experience in complex diary management and coordinating meetings across multiple time zones.
• Advanced proficiency in Microsoft Office (Outlook, PowerPoint, Word, Excel) and confidence using SharePoint and online collaboration tools.
• Strong written and verbal communication skills, with the ability to prepare polished, accurate documentation.
• Experience managing expenses, processing invoices, and supporting financial administration.
• Professional, composed, and able to maintain confidentiality at all times.
• A proactive and adaptable approach, with the confidence to anticipate needs and take initiative.
• A collaborative and positive attitude, with the ability to build strong relationships across diverse teams.
• A calm and resilient nature, with the flexibility to respond to shifting priorities and deadlines.

Bain and Gray is an equal opportunities employer. We continually strive to improve our processes around our diversity, equity and inclusion strategy.

Bain and Gray specialise in administration and PA recruitment across London. Roles typically include Receptionists, Team Assistants, EAs, Office Managers and PAs across all industry sectors. We are a boutique agency and as a result, are unable to respond individually to the high volume of applications. If you are already registered with us at Bain and Gray, please do not hesitate to contact your consultant directly.

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