Job Overview:

We are seeking a dynamic and organized Personal Assistant/Receptionist to provide administrative and clerical support to two partners in our advisory firm. The ideal candidate will be highly organized, proactive, and able to manage a variety of responsibilities, ranging from reception duties to assisting with personal tasks. This role requires excellent communication skills, attention to detail, and the ability to handle multiple priorities in a fast-paced environment.

Key Responsibilities:

Receptionist Duties:

• Serve as the first point of contact for clients, partners, and visitors.
• Answer and direct phone calls, take messages and handle queries professionally.
• Manage the reception area, ensuring it is tidy and welcoming for guests.
• Coordinate meeting room bookings and set up conference calls and presentations as required.
• Handle incoming and outgoing mail, couriers, and deliveries.

Personal Assistant Duties:

• Provide administrative support to two senior partners, including calendar management, travel arrangements, and appointment scheduling.
• Organize and prepare documents, presentations, and reports for meetings.
• Coordinate and book travel arrangements (flights, hotels, transport) for the partners, ensuring itineraries are clear and efficient.
• Assist with personal tasks as required, such as managing schedules, making personal purchases, and handling errands.
• Liaise with clients and other stakeholders to schedule meetings, confirm appointments, and manage communications on behalf of the partners.
• Ensure confidentiality and discretion in handling sensitive information.

General Administrative Tasks:

• Manage office supplies, ensuring that the office is fully stocked.
• Assist with office management duties, such as maintaining records, organizing office events, and coordinating with vendors.
• Support in organizing team events and off-site meetings as needed.

Qualifications and Experience:

• Bachelor’s Degree or equivalent experience preferred.
• 3-5 years of experience as a personal assistant, executive assistant, or receptionist, preferably in a professional services or advisory firm.
• Exceptional organizational and time management skills.
• Strong interpersonal and communication skills (written and verbal).
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to handle confidential information with discretion.
• Ability to work under pressure and manage competing priorities.
• A professional, positive attitude with excellent attention to detail.

Personal Attributes:

• Proactive and resourceful problem solver.
• Strong multi-tasker with a keen eye for detail.
• Personable, with a professional demeanor.
• Ability to work both independently and as part of a team.