Job Title: Senior Personal Assistant/Project Liaison Officer

Job Purpose / Summary

The job incumbent is a key operational role responsible for ensuring the seamless day-to-day functioning of the Managing Partner's office. The incumbent will serve as the central point of coordination for administrative activities, project follow-up, stakeholder engagement, and logistical support. This role demands a high-calibre professional with strong organisational abilities, sound judgement, and the capacity to manage competing priorities in a dynamic and demanding environment. The successful candidate will work closely with the Managing Partner to drive efficiency, maintain accountability across projects, and uphold the highest standards of professionalism and confidentiality.

Roles and Responsibilities

Agenda & Diary Management

·        Manage and maintain the Managing Partner's complex diary, proactively scheduling and prioritising meetings, appointments, and commitments.

·        Anticipate scheduling conflicts and resolve them with minimal disruption.

·        Prepare daily briefings and ensure the Managing Partner is well-prepared for all engagements.

·        Coordinate internal and external meetings, including board meetings, client meetings, and senior leadership sessions.

Administrative & Document Management

·        Handle all incoming and outgoing correspondence on behalf of the Managing Partner, including emails, letters, and reports.

·        Organise and maintain a structured filing system (physical and digital) for all documents, contracts, and confidential records.

·        Draft, proofread, and format professional documents, presentations, and reports as required.

·        Manage expense claims and reconciliations for the Managing Partner.

 Project Follow-Up & Coordination

·        Monitor the progress of key projects and initiatives assigned to or overseen by the Managing Partner.

·        Follow up with relevant team members and departments to ensure timely delivery of actions and milestones.

·        Maintain a tracker of ongoing projects, deadlines, and pending actions, providing regular status updates.

·        Assist in preparing project briefs, status reports, and executive summaries.

Minutes & Meeting Management

·        Attend meetings with the Managing Partner to take accurate and comprehensive minutes.

·        Prepare and distribute meeting agendas in advance and circulate minutes promptly after meetings.

·        Track action items arising from meetings and follow up to ensure timely resolution.Travel & Logistics Arrangements

·        Organise all travel arrangements for the Managing Partner, including flights, accommodation, ground transportation, and visa requirements.

·        Prepare detailed travel itineraries and ensure all logistics are confirmed and communicated in advance.

·        Manage travel budgets and ensure compliance with the firm's travel policy.

Events Management

·        Plan, coordinate, and oversee internal and external events organised by or on behalf of the Managing Partner, including firm-wide meetings, client functions, and networking events.

·        Manage end-to-end event logistics including venue sourcing, catering, invitations, attendance tracking, and on-site coordination.

·        Liaise with vendors, suppliers, and internal teams to ensure events are delivered smoothly, on time, and within budget.

·        Prepare post-event reports and feedback summaries for the Managing Partner's review.

 Finance & Budget Coordination

·        Process and reconcile invoices, purchase orders, and expense claims in a timely and accurate manner.

·        Liaise with the Finance department to ensure proper coding, approval, and reporting of expenditures.

·         Prepare basic financial summaries and budget trackers to support the Managing Partner's oversight and decision-making.

·        Ensure compliance with the firm's financial policies and procurement procedures.

Stakeholder Liaison

·        Act as the primary point of contact between the Managing Partner and internal stakeholders, clients, partners, and external organisations.

·        Build and maintain positive professional relationships on behalf of the Managing Partner.

·        Handle sensitive communications with discretion, professionalism, and confidentiality.

·        Coordinate with other executive assistants and support staff across the firm as required.

Job Requirement

Qualifications & Experience

·        Bachelor's degree in business administration, Management, or a related field.

·        Minimum 4-6 years of experience in an Executive Assistant, Personal Assistant, or Senior Administrative role.

·        Proven experience supporting C-suite or senior leadership in a professional services environment.

·        Exceptional written and verbal communication skills in English.

·        Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).

·        Experience in a consulting, professional services or financial services firm.

·        Familiarity with project management tools (e.g., Asana, Monday.com, Trello).

·        Knowledge of document management systems.

Skills & Competencies

·        Excellent organisational and time management skills with the ability to manage multiple priorities simultaneously.

·        High degree of discretion, confidentiality, and professional integrity.

·        Strong interpersonal skills and the ability to engage effectively with stakeholders at all levels.

·        Proactive and solutions-oriented mindset with a high level of initiative.

·        Meticulous attention to detail and accuracy.

·        Ability to work independently under pressure and adapt to rapidly changing priorities.

·        Strong analytical and problem-solving capabilities.

WORKING CONDITIONS

·        Full-time position; flexibility to work outside regular office hours when required to support the Managing Partner's schedule.

·        Access to confidential business information requires the highest standards of professional discretion.