Personal Assistant

Job Description

Personal Assistant

Full-time, permanent

London, UK

About us:

Fragomen is the world’s leading exclusive provider of immigration services. We are a firm of more than 6,200 immigration-focused professionals and staff spanning more than 60 offices worldwide. Immigration has been our sole focus for 70 years, and today we offer support in more than 170 countries. We are problem-solvers, innovators and established thought leaders in immigration, providing strategic immigration advice to a diverse range of clients from individuals to the world’s leading multinational corporations.

Fragomen’s professionals are respected thought leaders in the immigration field providing expertise to governments across the world including the US Congress, the UK Parliament, the European Union and the United Nations.

A career at Fragomen will provide you with the opportunity to work in an exciting environment for a broad range of clients, where no two days will be the same. You will face interesting challenges and you will work with dedicated, friendly and ambitious people, where providing exceptional client service is at the core of what we do. We are extremely proud of our diverse workforce at Fragomen and we are fully committed to providing equal opportunities. We believe that our differences make us stronger.

About the team:

The Personal Assistant role sits within the Office Services Team and reports into the Lead PA. This team are responsible for all office administration, facilities and general office support as well as assisting Managers, Directors, and Partners across the business.

About the role:
This position provides comprehensive and confidential administrative support and assistance to the Partners and Directors of the UK offices. This role has a direct impact on the performance of the staff they support and helps to ensure the smooth and efficient administration of the office. The main duties of the Personal Assistant include, but are not limited to, support to manage workloads and activities, maintaining diaries, monitoring emails, and monitoring & maintaining work in progress.

Other key responsibilities will include:

• Coordinating and maintaining the diary of the Partners/Directors, including organising all appointments, meetings, travel arrangements, etc.
• Arrangement of travel schedules, purchase and negotiation of tickets for business purposes
• Monitoring, responding to and redirecting emails as appropriate
• Monitoring and maintaining the work in progress to ensure timely follow up and completion
• Identifying, anticipating and preparing information requirements for the Partners/Directors for meetings, presentations etc.
• Assist the Marketing Team with the arranging of seminars and events presented in the UK for marketing purposes including the organisation of facilities and invitations
• Document assistance using Excel, Word, PowerPoint, and Visio
• Preparing and submitting expense claims as required for Partners
• Ensuring appropriate handover coverage is in place when absence and providing support and coverage for team members within the PA team
• Other ad-hoc administrative duties and travel bookings, as required by other staff members

About you:

To be successful in this role you will have extensive experience within a similar role and be highly skilled in prioritising and organising work of your own and of others.

Also required:

• Plans workload and can meet deadlines and prioritise
• Demonstrates an understanding of the impact of individual contribution upon team and client needs
• Supports strong relationships by displaying professionalism and efficiency in appropriate communications
• Able to act under instruction with limited supervision
• Implement effective processes to manage workflow and meet deadlines
• Generates clear, well-organised written work-product internally and externally
• Able to effectively express oneself verbally in an articulate manner
• Uses communication skills to influence and achieve objectives
• When work is allocated, clarifies with managers issues that are unclear and asks for the necessary information to complete tasks with respect to oneself and on behalf of team members where required
• Keeps managers aware of the progress of matters to manage expectations, and informs of conflicting priorities/requesting assistance as problems arise / informing managers of current capacity
• Takes on additional projects as required
• Appropriate regard to firm policies, protocols and SRA Code of Conduct
• Presents for work in a professional manner
• Accepts responsibility for work undertaken
• Demonstrates professionalism and confidence in verbal communications with their team
• Assists in the development and support of colleagues when required
• Treat all information about the firm and its client and their business as wholly confidential

Fragomen in London:
Our London office has over 340 people working collaboratively and creating a dynamic, positive environment. You can expect a great working environment and regular events such as Summer and Christmas parties, social and cultural events.

The Firm operates a hybrid working model, which incorporates a blend of in-person attendance as well as working from home – our aim being to fully leverage our remote working technology and provide a balance for our people in the way that they work.

Whether in the office or working remotely, we are proud of our team spirit and we like to reflect this in the way that we work and everything we do. Our Responsible Business Strategy (RBS) prioritises Fragomen’s social responsibility through one cross-cutting theme and five focus areas. These focus areas include: Wellbeing, Diversity and Inclusion, Charity & Pro bono work, Social and Environmental & Sustainability. The RBS initiative offers great opportunities for everyone at Fragomen to get involved and help steer a variety of initiatives and activities at the Firm. These range from social events and activities to regular wellbeing newsletters and diversity discussions.

Fragomen is committed to promoting diversity, inclusion and equal opportunity for all employees and applicants, regardless of race, ethnicity, heritage, gender, age, religion, disability, sexual orientation, gender identity or intersex status.