Part Time Executive PA

My client in Birmingham is looking for a Part Time Secretary to join their bsuienss on a permanent basis.

Key Responsibilities include Take full responsibility for the Director’s diary and calendar management. Schedule, coordinate, and rearrange appointments and meetings as required. Identify and resolve diary conflicts, ensuring the Director’s time is managed efficiently. Plan the Director’s schedule around client meetings, internal meetings, deadlines, and business commitments. Ensure the Director is fully prepared for upcoming meetings and appointments. Provide reminders and relevant information ahead of important meetings and commitments.

Arrange and book internal and external meetings with clients, colleagues, professional advisers, and other contacts. Coordinate meeting availability across multiple attendees. Send meeting invitations, confirmations, agendas, and supporting documentation. Arrange meeting rooms, refreshments, video conferencing, and other requirements where necessary. Take meeting notes and distribute actions or follow-ups when required. Monitor outstanding actions and ensure appropriate follow-up. Provide day-to-day secretarial and administrative support to the Director.

Manage incoming emails, correspondence, telephone calls, and general enquiries. Draft and format letters, reports, presentations, and other documents. Prepare documents and information required for client meetings. Maintain organised electronic and physical filing systems. Assist with general office administration and ad-hoc tasks as required. Support the Director with managing deadlines and key business activities. Act as a professional first point of contact for clients and other external stakeholders.

Liaise with clients, solicitors, financial advisers, banks, HMRC, Companies House, and other professional contacts where appropriate. Handle enquiries professionally and ensure messages and requests are passed to the appropriate member of the team. Maintain a high standard of client service and professionalism at all times. Build positive working relationships with clients and colleagues. Handle sensitive financial, personal, and business information with the highest level of confidentiality.

Maintain discretion when dealing with client and company information. Ensure documents and correspondence are handled securely and professionally. Follow the firm’s internal procedures, policies, and professional standards. The role is office based and is to start ASAP.