Overview
Personal Assistant Jobs in Belfast, UK at Spence & Partners Limited
Personal Assistant 6 months Fixed Term Contract Belfast or Glasgow 3173 is a privately owned UK firm of pensions experts with clients throughout the UK, serviced from offices in London, Belfast, Glasgow, Manchester, Birmingham, Bristol and Leeds. The 3173 Group of companies includes Dalriada Trustees Limited (Dalriada) one of the UKs largest professional pension scheme trustee companies. Spence & Partners provides full pension actuarial, consulting, investment consulting and administration services that provide simply smarter solutions for trustees, employers and members and Mantle: reimagines the traditional models of defined benefit pensions administration and actuarial valuation software.
The 3173 Culture Our primary aim is to provide interesting, worthwhile and healthy careers for all our people; we believe that this emphasis sets us apart from our competitors. We are defined by our ethos and by our goal:
Our ethos is an individual and collective commitment achieved through carefully balancing responsibility with freedom and flexibility, all of which is underpinned by a willingness to work interdependently. When we get this balance right, it is how we do our best work. We look after our staff first and foremost, but for a commercial purpose, which is to deliver great service profitably.
By focusing on our goal, we provide the best outcomes for pension scheme members, trustees, and employers.
The Role The role reports to the Business Support Manager and will be aligned to support executive colleagues across our group of businesses and the office management that the role holder is based in. The Business Support team plays a critical role in enabling the smooth and efficient running of the business across multiple locations and trading entities. The team provides structured administrative and coordination support to senior stakeholders, ensuring consistency, efficiency, and effective use of time.
As the business grows, there is an increasing focus on delivering support through clear processes, defined service levels, and a more coordinated team approach. Executive Support & Coordination Enable executives to use their time effectively by proactively coordinating schedules, priorities, and activities, aligned to their roles within the business as employees, line managers, and executives. Provide proactive diary & email management and scheduling aligned to stakeholder level (MD or Director) anticipating and facilitating delivery of business needs identified through emails & diary Coordinate meeting arrangements, including logistics, preparation and collation of materials for meetings and key activities Travel & Logistics Ensure seamless and efficient travel arrangements through accurate and proactive planning.
Arrange travel, accommodation, and itineraries in line with company processes Communicate plans clearly and resolve issues as they arise Collaborate with the wider Business Support team to coordinate travel requirements and requests from all staff across our multiple business ensure consistency of approach and allocation. Governance, Meetings & Business Support Support effective decision-making and communication through well-organised meetings and high-quality documentation.
Organise and co-ordinate boards and senior level meetings, including agendas, papers, and logistics Take minutes and track actions between meetings where required in consultation with the executive Prepare, format, and proofread documents and presentations to identify any errors or issues early Stakeholder Management Deliver a consistent and professional service by managing relationships and expectations effectively. Build strong working relationships with Directors and stakeholders Act as a key coordination point for administrative support Manage expectations and helpfully redirect requests where outside scope Operations, Approvals & Office Support If required to support the broader team needs within the business and office you are aligned to ensure smooth operational support by coordinating approvals and supporting office activities where required.
Coordinate and track document signatories and approvals Follow up to ensure timely completion Support local office coordination (e.g. meeting rooms, facilities liaison, post handling) Ways of Working & Team Contribution Improve efficiency and consistency by adopting structured ways of working and collaborating across the team. Follow agreed processes, systems, and templates Identify and support improvements to ways of working Collaborate across the team, sharing workload and providing cover as required to ensure business continuity Working within team SLAs, applying your judgement and escalating where appropriate Scope & Boundaries Support is delivered in line with agreed service levels and team processes.
This includes confidently redirecting requests that fall outside scope and contributing to a consistent and sustainable service model across the business. The particular…
Title: Personal Assistant
Company: Spence & Partners Limited
Location: Belfast, UK
Category:
