Personal Assistant

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Overview

The Personal Assistant provides confidential, proactive and executive support to the Chief Operating Officer (COO) by managing priorities, communications, and schedules with discretion and efficiency. Acting as a trusted gatekeeper and liaison, they will support the COO with effective administration systems and processes in a dynamic and highly pressurised environment and work closely with the various Business Services teams in the execution of firm related projects.

Key Responsibilities and Duties

• Managing the COO diary and coordinating appointments in a well-organised manner
• Managing their email account effectively by filtering emails, highlighting urgent correspondence, attending to emails on their behalf and / or reassigning the emails to their respective Heads of Departments, where applicable
• Serve as the primary contact for all stakeholders by prioritising urgencies, ensuring clear communication, efficient information flow, and professional representation
• Managing the process of briefing the COO to ensure that they are fully prepared for all engagements
• Attending to telephone duties, including effective screening and problem resolution, coordinating appointments, meetings and client contact
• Develop a detailed understanding of the COO strategic priorities and provide high level administrative and logistical support to enable them to focus on leadership and decision making
• Drafting appropriate correspondence and corporate communications on behalf of the COO
• Assisting in the preparation and distribution of various executive reports and special projects
• Facilitating the end-to-end coordination, scheduling, and preparation of meetings for the COO with Heads of Departments and Office Heads, including agenda planning, briefing materials, logistics, and follow-up actions
• Compiling data and statistics for the purposes of report-writing and providing feedback to various stakeholders
• Attending to the processing of payments, including the checking of invoices and following up on outstanding information
• Establishing collaborative relationships with professionals, support staff and internal / external clients and / or service providers, and engaging with them in a professional, friendly manner
• Taking minutes at meetings, as required
• Maintaining an effective filing system both electronically and manually
• Co-ordinating travel and accommodation requirements (both nationally and internationally) in conjunction with the in-house travel consultant, including visa applications and related documentation as required
• Assisting with inventory management, including the ordering and / or replenishing of stationery
• Oversee day-to-day administrative functions, proactively tracking progress on deliverables and ensuring all deadlines are met to support the COO and the Business Services teams
• Undertaking any other duties, as required
• Assisting with certain personal administration

Knowledge and Skills

Qualifications and Experience

This is a demanding but stimulating position which may require working outside of normal office hours, when necessary.

ENS is committed to transformation and achieving equity in its workplaces. Preference will therefore be given to suitably qualified and skilled EE candidates. The closing date for all applications is close of business on 09 November 2025 .

EEO and related inclusion statements apply as required.

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