Personal Assistant

Level: Level 1

Department: COO Support Services

Location: Southampton

Contract type: Permanent

The Chief Operating Officer (COO) function at Quilter is a dynamic, multi-disciplinary area encompassing teams such as Operations, Technology, Data, Change, Procurement & Supplier Management, Assurance & Oversight, and First Line Business Risk. Focused on enabling Quilter’s growth, the COO function champions the customer experience, drives innovation and performance, and enhances operational efficiency through modern technologies.

As a member of the COO Support Services Team, you will provide

secretarial and administrative support to the COO function.

 Key responsibilities include:

• Manage team diaries to ensure smooth scheduling.

• Arrange internal/external meetings, including room bookings and refreshments; prepares meeting documents as needed.

• Organise travel (trains, flights, accommodation, parking, transfers) via the travel system.

• Support planning and coordination of team events, offsites, workshops, and management meetings.

• Process and manage expenses through the expense system.

• Attend meetings, capture actions/notes, and follow up with stakeholders when required.

• Identify and implement improvements to support services and team collaboration.

• Prepare letters, presentations, and reports on request.

• Manage inboxes prioritises, distributes, and drafts responses when needed.

• Raise Purchase Orders using the Coupa system.

• Maintain holiday and sickness records in stakeholder diaries when requested.

• Provide cover for other senior PAs/Support Service Administrators as needed.

• Support the Support Services function with meeting planning, slide preparation, and minute-taking.

• Apply policies and procedures to ensure quality, risk management, and compliance.

• Maintain a productive and professional office environment.

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.

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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 incentive scheme, to incentivise business performance and their contribution.

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

Private Medical Insurance: Single cover as standard with options to increase cover to include your partner or children.

Life Assurance: 4x your salary.

Income Protection: 75% of salary, less state benefits, payable after 26 weeks of absence.

Healthcare Cash Plan: Jersey employees only

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.