Senior Personal Assistant

Job Description

Senior Personal Assistant

Contract: Full-time, permanent

Team: Office Services UK

Office Location: London, UK

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.

What your day will look like:

• Coordinate and maintain the diaries of the Partners, Practice Leaders and Directors, including organising all appointments, meetings, travel arrangements, etc.
• Arrange detailed travel schedules alongside our travel provider for Partners, Practice Leaders and Directors and other staff members when necessary
• Develop strong working relationships with each leader; think proactively, anticipate needs and future challenges, propose solutions to enable effective decision-making
• Monitor, respond to and redirect emails as appropriate for Partners, Practice Leaders and Directors
• Identify, anticipate and prepare information requirements for the Partners, Practice Leaders and Directors for meetings, presentations, RFPs etc.
• Assist the marketing team with arranging internal and external events and being onsite where needed
• Lead project-based work and take full ownership with minimal guidance and supervision, and see through to completion
• Offer guidance to other regional PAs and support with their onboarding
• Document assistance using the Microsoft suite
• Prepare and submit expense claims via Emburse
• Ensure appropriate handover coverage is in place when absent and provide support and coverage for team members
• Other ad hoc administrative duties as required

The team:

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

What we are looking for:

Essential criteria:

• Have extensive experience within a similar role and be highly skilled in prioritising and organising work of your own and of others
• Able to act under minimal instruction
• When work is allocated, clarifies issues that are unclear and asks for the necessary information to complete tasks
• Possess a collaborative approach within the PA team to ensure all Stakeholder objectives and goals are met
• Identify & implement effective processes to manage workflow and meet deadlines
• Demonstrates proficiency in Microsoft Office 365 (Word, Excel, Powepoint)  Sharepoint, and Outlook
• Completes tasks within agreed time-frames and in line with expectations
• Ensures work completed is accurate and follows best practices
• Keeps colleagues aware of the progress of matters to manage expectations, and informs of conflicting priorities/requesting assistance as problems arise / informing senior staff of current capacity

What we offer:

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 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 workforce at Fragomen, and we are fully committed to providing equal opportunities.

At Fragomen, we value our employees and are committed to providing a comprehensive benefits package that supports your well-being and professional growth. Our UK offerings include:

• Competitive Salary: We offer salaries that reflect your skills and experience
• Health and Wellness: A comprehensive employee assistance programme, gym discounts, medical insurance, Headspace membership and wellbeing platforms
• Lifestyle and Savings: Discount platforms, cycle to work scheme, electric car lease scheme, season ticket loans and family support resources
• Protection and Security: Life assurance, group income protection and a workplace pension scheme including a 5% employer contribution
• Time Away from Work: 25 days annual leave, + bank holidays and 3 personal leave days. Enhanced family leave policies, volunteering days and birthday leave
• Professional Development: Access to our e-learning platform, mentoring schemes and training bursaries (where applicable)
• Hybrid Work Arrangements: The Firm operates a global hybrid working policy which supports flexibility. Depending on your role, you can agree with your manager a minimum of two days per week working in your local office. Flexibility is important, and additional days in the office may be required based on your role, and / or team and business need

What to expect:

• Once you have submitted your application, our Talent Acquisition team will review your skills and experience. If these match the requirements of the position, a member of our team will contact you to schedule an initial phone call.
• If shortlisted, you will be invited to participate in our interview process, which will consist of at least two stages, one of which will be conducted in-person. Depending on the role, you may also be required to complete a written assessment.
• After the interviews, we will carefully evaluate all candidates and make our final decision. You will be notified of the outcome and feedback will be provided.
• At Fragomen, we are committed to fostering an inclusive and accessible workplace for all applicants and employees. If you require any specific accommodations or support during the interview process, please let us know, and we will consider what reasonable adjustments are possible to meet your needs

Who we are:

At Fragomen, we are more than a global immigration services provider – we are pioneers shaping the future of mobility. With a passion for navigating the complexities of immigration, we help individuals and businesses transcend borders, unlocking opportunities around the world. As a forward-thinking, global business, we combine deep expertise with innovative technology to craft solutions that not only simplify the immigration process but also drive strategic success for our clients. Whether it is assisting multinational companies or helping people start new chapters in their lives, we are driven by the belief that global movement is the key to unlocking a world of possibilities.

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 Practices ("RBP") prioritize Fragomen's social responsibility through a cohesive strategy covering five key focus areas: Corporate Social Responsibility, Culture and Inclusion, Sustainability, Well-Being and Pro Bono. Our RBP initiatives offer great opportunities for everyone at Fragomen to feel included, get involved and shape thoughtful initiatives and activities. For more information, please visit our website – https://www.fragomen.com/about/responsible-business-practices.html.

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

All offers and/or employment contracts are contingent upon the successful completion of the Firm’s pre-employment screening process. This process may include verifying the candidate’s identity, confirming legal authorization to work in the offered position’s location, and conducting a comprehensive background check, where permitted by local regulations. We use limited AI‑assisted tools for administrative screening purposes only - never for decision‑making. All hiring decisions are made by people. Applicants may have rights to information and explanations regarding the use of such tools, or request human review, as required by applicable regional laws.