Personal Assistant - Corporate Finance

Role Objective

The Personal Assistant (PA) provides full secretarial and administrative support to a team of financial staff within a specific department, coordinating the needs of senior executives and financial staff with minimal supervision. The PA demonstrates initiative, works independently, and ensures availability outside normal working hours via company handset.

Responsibilities

• Diary management – arranging, rescheduling, and confirming appointments; updating executives’ diaries.
• Telephone and client liaison – receiving/making calls, taking accurate messages, responding to client requests.
• Document preparation – drafting, editing, and distributing documents; working with Word, Excel, PowerPoint.
• Conference call setup – arranging calls across time zones and ensuring correct contact info.
• Invoice and expense processing – reviewing accuracy, assigning cost codes, and reconciling corporate/personal credit cards.
• Travel booking – managing complex itineraries, visas, and travel policy compliance; preparing travel budgets.
• Expense reporting – submitting reports within deadlines and attaching receipts.
• CRM data management – maintaining and updating SalesForce database, ensuring data hygiene, entering missing data, and supporting deal execution administration.
• File and record keeping – organizing filing systems, archiving records, and managing absence records.
• Event and client entertainment – organizing conferences, seminars, and promotional activities within budget.
• Health and safety – acting as Fire Officer/First Aider when required.
• Administrative and project work – supporting new joiners, carrying out ad‑hoc tasks, and assisting team members during absence or cover.

Education / Skills / Experience Required

• Excellent organizational, oral and written communication skills; detail‑oriented and able to prioritize workload.
• Competent user of Microsoft Office (PowerPoint, Excel, Word).
• Degree level education or graduate calibre.
• Fluency in French and English; additional European languages an advantage.
• Positive, flexible, responsive, and service‑oriented attitude, able to meet deadlines.
• Resilience, resourcefulness, and good anticipation in a high‑pressure environment.
• Strong sense of ownership, initiative, and continuous improvement commitment.
• Ability to interact with all staff levels and maintain confidentiality.

Equal Opportunity Statement

We are an equal‑opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, gender identity, sexual orientation, protected veteran status, or any other characteristic protected by law.