Personal Assistant, Management Team

HaysMac; Wes-Kaap; On-site; ZAR 50,000 - 200,000; Full time

Job summary

A leading firm is seeking an experienced Personal Assistant to support the Management Team. Responsibilities include managing diaries, preparing for meetings, and facilitating communication within the team. The role requires exceptional organizational and communication skills, along with a proactive approach to tasks. The ideal candidate will thrive in a dynamic environment and demonstrate a commitment to the firm's success.

Qualifications

• Experience in a legal or professional services environment preferred.
• Typing and document amending speed and accuracy necessary.
• Minute-taking experience a must.

Responsibilities

• Drafting correspondence, reports, and presentations as required.
• Complex diary management for Management Team members.
• Minute-taking in meetings and following up on action points.

Skills

Attention to detail

Time management

Verbal communication

Written communication

Organizational skills

Diary management

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Document handling system

Job description

About the firm

HaysMac is an award-winning firm of chartered accountants and tax advisors, with 40 partners and over 500 staff, providing advice and services to entrepreneurs, fast-growing and owner-managed businesses, charities and not for profit organisations across the UK and internationally. From our trainees to our partners, our culture of support and progression means we grow together as one firm to best help our clients.

About the Role

The main purpose of the PA is to work directly with the Management Team (MT) providing the support needed to enable them to manage the firms’ day to day business.

Being able to demonstrate a high level of attention to detail, discretion, and time management is of utmost importance. You will be highly organised and proactive in your approach, dealing with multiple stakeholders, action points and deadlines.

Main Duties and Responsibilities

• Drafting correspondence, reports and presentations as required by the Managing Partner, and Management Team.
• Complex diary management for Management Team members.
• Drafting and arranging of the Management Team's annual diary of events.
• Assisting the CFO with the organisation of the annual audit committee and auditor meetings.
• Minute-taking in Management Team meetings, and Leadership Board meetings, Partner meetings and seminars and follow up on action points arising from MT meetings.
• Some PA responsibilities for the Chief People Officer, Marketing & BD Director & Chief Finance Officer.
• Acting as the gatekeeper for callings and providing exceptional diary management across the management team, skilfully optimising their time, whilst balancing conflicting priorities.

Preparing for Management Team meetings by:

• Drafting agendas
• Monthly KPI and quarterly KPI reminders for Management Team entered into diaries.
• Collating papers for meeting packs
• Uploading key documents to Management Team, (and Leadership Board and Partners site as and when required)
• Support with organising internal and external meetings for members of the Management Team where it is not appropriate for that work to be undertaken by their sub departments or where those projects are run in conjunction with the Managing Partner.

Wider Assistance:

• Drafting and circulating agendas for quarterly Our Culture Club meetings
• Plan travel and lunch arrangements where required for Managing Partner and Management Team
• Assisting Management Team as and when required for various tasks such as arranging meetings and other ad hoc duties.

Support and preparation of South Africa Board meetings by:

• Drafting agendas
• Collating papers for meeting packs
• Minute taking,
• Follow up on actions, and uploading key documents to the South African Director site

Work Based Competencies

• Confident user across all Microsoft packages such as Word, Excel and PowerPoint
• Knowledge of a document handling system
• Experience preferably in a legal or professional services environment (Knowledge of accountancy helpful but not essential).
• Typing and document amending with speed and accuracy.
• Must have minute taking experience
• Excellent diary management experience

Behavioural Competencies

• Evidence of interest in, and commitment to the success of the firm
• Excellent verbal and written communication skills are essential including the ability to relate to people at all levels.
• Excellent attention to detail with a high level of accuracy
• Ability to multi-task, use initiative and to work well under pressure /to tight deadlines
• Excellent administrative skills
• A flexible and adaptable approach to work
• Ability to manage assigned tasks in an assertive, efficient and timely manner
• Excellent organisational skills with the ability to effectively prioritise
• Personable, but professional and able to keep information confidential
• Strong team player – a spirit of co-operation and a positive ‘can do’ attitude.

Everyone is welcome to apply for our roles, and we are determined to ensure that no applicant or employee receives less favourable treatment because of gender, race, disability, sexual orientation, religion, belief, age, marital status, background, pregnancy, or caring responsibilities.

We also recognise the importance of diversity of thought within our teams and are fully committed to embracing the talents of people with autism, dyslexia, ADHD, and other forms of neurocognitive variation.

We will always seek to make appropriate adjustments to recruitment, workplaces, and work processes to be fully inclusive to people with different needs and working styles.

If you need us to make any reasonable adjustments for you from application onwards, please email [e-mail]