Personal Assistant

time left to apply End Date: April 18, 2025 (12 days left to apply)

job requisition id R4388

Fixed Term Contract Duration - 11 Months

About the Business

Quilter plc is a leading provider of financial advice, investments and wealth management, committed to being the UK’s best wealth manager for clients and their advisers. Quilter oversees £116.2 billion in customer investments (as 30 September 2024). It has an adviser and customer offering spanning financial advice, investment platforms, multi-asset investment solutions, and discretionary fund management. The business is comprised of two segments: Affluent and High Net Worth.

Affluent encompasses the financial planning business, Quilter Financial Planning, the Quilter Investment Platform and Quilter Investors, the multi-asset investment solutions business.

High Net Worth includes the discretionary fund management business, Quilter Cheviot, together with Quilter Cheviot Financial Planning.

At Quilter we never stand still. Our foundations are rooted in our extraordinary expertise, which is trusted by hundreds of thousands of customers, but we have great ambitions to stay one step ahead and make an even greater difference to the people and communities we serve.

Our business is transforming, continually modernising, and becoming even more customer centric. So, if you want to be bold in the pursuit of your ambitions, bring new ideas, and challenge and evolve what we do, it’s the perfect time to join us!

About the Role

Level: Level 1

Department: COO Support Services

Location: Southampton

Contract type: 12 Month FTC

As a member of the COO Support Services Team, you will provide secretarial and administrative support to the COO function.

Key responsibilities include:

• Providing diary management ensuring the smooth running of the assigned team diaries.
• Arranging internal and external meetings including room bookings and refreshments. Preparing documents for meetings.
• Organising travel arrangements including flights, accommodation, visas and transfers.
• Assisting in planning and coordinating team events, offsite meetings, workshops and management meetings and supporting the events when required.
• Processing and managing expenses through the expense system.
• Coordinating and compiling internal and external communications on behalf of the function leadership team using appropriate channels.
• Attending meetings and capturing actions / notes and following up actions with key stakeholders to ensure delivery.
• Seeking ways to drive continuous improvement and implementing actions that will improve support services, quality of work and the way teams and individuals work together.
• Preparing letters, memoranda, documents, presentations and reports.
• Providing Inbox management, sorting / prioritising, distributing and responding or drafting responses to incoming mail in a timely and efficient manner.
• Maintaining holiday, sickness and Work from Home records.
• Providing cover for other senior PAs / Support Service Administrator as required.
• Providing support to the function including planning meetings, preparing slides, taking minutes for key meetings.
• Applying appropriate policies, procedures, practices and standards to tasks to ensure the achievement of high levels of quality, effective risk management and regulatory compliance.
• Ensuring an appropriate and productive office environment.

About You

The successful candidate:

• Good working knowledge of Microsoft Office.
• PA experience working with senior leaders.
• Extensive experience of diary and travel management.
• Flexible and adaptable to a changing environment and its demands.
• Communicates confidently and effectively, at all levels, both in written and verbal form.
• Strong interpersonal skills with the ability to build positive working relationships.
• Excellent organisation and planning skills to manage and prioritise a wide variety of tasks, processes and responsibilities.
• Excellent attention to detail.
• Self-motivated and able to work under own initiative as well as part of a team.
• Delivery focused with high energy and drive.
• Demonstrates credibility, professionalism and strong personal integrity and acts as a role model for the Quilter values – Pioneering, Dependable, Stronger Together.

#Quilter #LI-KH1

Inclusion & Diversity

We value diversity and strive to promote inclusivity in all aspects of our culture. We believe in equal opportunities for all, ensuring that no applicant encounters less favourable treatment based on anything but their skills, qualifications, experience, and potential. We celebrate the unique contributions of a diverse workforce and create a respectful, nurturing environment where every colleague can thrive.

Values

Do the right thing: We act with integrity and are proudly committed to going above and beyond in service of our clients and the support we provide our communities.

Always curious: We continuously seek new ideas and knowledge so we’re one step ahead of our clients’ needs. We look for inspiration everywhere and encourage experimentation, recognising that this is how we create brilliant solutions for brighter futures.

Embrace challenge: We aim high to transform our potential into meaningful outcomes. With ambition as our driving force and a steadfast commitment to growth, we succeed for the good of every generation.

Stronger together: Combining our diverse talents, we accomplish more collectively than we ever could do alone. We speak openly, actively listen, and support each other, and constructively challenge and embrace new ideas. We seek empowerment and demonstrate ownership and trust, with the confidence to make impactful decisions.

Core Benefits

Holiday: 182 hours (26 days)

Quilter Incentive Scheme: All employees are eligible to participate in the incentive scheme, to incentivise business performance and their contribution.

Pension Scheme: A non-contributory company pension scheme that can be boosted through personal contributions.

Healthcare Cash Plan: Jersey employees only.

Benefit Allowance: A cash benefit allowance is payable in lieu of some of our core benefits.

In addition to our core benefits, we offer a range of flexible benefits to UK employees that you can choose from and pay for conveniently via a salary deduction.