About the Role The role of the Personal Assistant is to work closely with Partners to provide effective and efficient administrative support.

Tasks and responsibilities:

• Active management of the Partner’s calendar and mailbox, schedule appointments, resolve conflicts and ensure that tasks are completed within the required timeframes.
• Arrange meetings, including booking rooms, catering, and virtual conference facilities.
• Assist Partners with the preparation of relevant information and documentation for scheduled meetings.
• Book domestic and international travel for Partners and the team.
• Assist Partners with administrative tasks including expenses, timesheets, internal reporting and any ad hoc requests.
• Entry of workflow allocations into APS Practice Manager.
• Debtor management including the preparation of monthly bills, handling queries from clients, preparing debtors reports and following up with relevant Partners.
• Financial administrative support including processing of accounts for payment.
• Assist with all client onboarding including, but not limited to conducting research, running reports, preparing proposals and presentations, conducting independence conflict checks and ASIC searches.
• Maintenance of the CRM database for the team ensuring the information is accurate and current. (client, contact and key account management and maintenance, opportunity pipeline management, referral tracking, BD activity management). This requires regular reporting and liaising with Partners and employees to obtain the required information.
• Assistance in preparing tenders, maintaining credentials and business development initiatives.
• Coordinate team initiatives including functions, scheduling meetings, recording minutes and actions, organising training sessions and employee movements.
• Work closely with the firm’s administration team to provide support and coverage outside of the immediate team where needed and work collectively as a team to ensure the efficient and effective operation of the service line.
• Work cohesively with all areas of the firm, including members of the Shared Services teams.
• Screen telephone calls, enquiries, and requests, and manage them accordingly.

Skills and attributes:

• Ability to manage multiple tasks and projects simultaneously while maintaining attention to detail.
• Proficiency in organising schedules, meetings, and travel arrangements.
• Strong time-management skills to prioritise tasks and meet deadlines in a fast-paced environment.
• Ability to handle urgent requests and adjust schedules as needed.
• Excellent written and verbal communication skills to interact with clients, team members, and stakeholders.
• Ability to draft correspondence, prepare reports, and communicate effectively on behalf of Partners.
• Strong interpersonal skills to build and maintain relationships within and outside the firm.
• Ability to work collaboratively with diverse teams and manage stakeholder expectations.
• Proficiency with office software such as Microsoft Office Suite (Word, Excel, PowerPoint) and CRM systems.
• Ability to quickly learn and adapt to new technologies and tools.
• Strong analytical and problem-solving skills to address challenges and find efficient solutions.
• Ability to anticipate needs and proactively address potential issues.
• High level of discretion and professionalism in handling sensitive information and communications.
• Ability to maintain confidentiality and trust.
• Keen attention to detail to ensure accuracy in all tasks, from scheduling to document preparation.
• Ability to spot errors and inconsistencies and correct them promptly.
• Ability to adapt to changing priorities and handle unexpected tasks.
• Flexibility to manage a dynamic workload.
• Strong client-focus to understand and meet client needs, ensuring high levels of satisfaction.
• Ability to provide tailored solutions and maintain strong client relationships.