Personal Assistant and Executive Support

Job Title: Personal Assistant & Executive Support

Reporting to: Managing Director & Head Executive Assistant

Location: London, Bank

Contract Type: Full Time, Permanent

Salary: £45k-£50k depending on experience

Role Overview

We are looking for a highly organised and proactive Personal Assistant to provide comprehensive administrative and secretarial support to our Managing Director. This is a varied and fast paced role requiring exceptional attention to detail, strong communication skills, and the ability to manage competing priorities with discretion and professionalism.

The role also extends into CRM and operational support, helping to keep client, partner, and pipeline administration on track, so that the Managing Director’s time remains focused on revenue generation, strategic partnerships, and key client relationships.

Key Responsibilities

Diary and Schedule Management

• Managing and coordinating a busy diary, including scheduling meetings, calls, and appointments
• Anticipating conflicts and proactively resolving scheduling issues
• Arranging and coordinating internal and external meetings, including room bookings and video conferencing
• Protecting time for business development and revenue-generating activities
• Acting as a first point of contact, screening calls and emails and responding on behalf of the executive where appropriate
• Managing incoming and outgoing communications efficiently and professionally
• Escalating urgent client, partner, liquidity provider, or internal matters as needed

Executive Administrative Support

• Preparing agendas, taking minutes, and following up on actions from meetings

• Maintaining accurate filing systems, both electronic and physical

• Tracking completion of actions across the business

• Organising documents, agreements, and correspondence

• Reviewing new agreements, documents, and contracts ahead of signature

• Working with the Marketing team to prepare collateral for new clients, partners, and campaigns

• Support employee wellbeing by creating a pleasant and inclusive working environment

• Organise company events, including annual Christmas and Summer parties, and assist with charity initiatives within the office, fostering team engagement.

Travel and Logistics (Clear Capital Group Only)

• Organising domestic and international travel arrangements, including flights, hotels, transfers, and itineraries

• Preparing detailed travel packs and ensuring all logistics run smoothly

CRM & Pipeline Administration

• Creating and maintaining contacts, companies, and deals within HubSpot

• Updating partnership and sales pipelines

• Tracking follow-ups and opportunities

• Liaising with the GTM team on campaign coordination and partnership pipeline updates

Operational & Trade Support Administration

• Adding beneficiary and payment details to booking platforms

• Coordinating KYC and onboarding documentation

• Chasing outstanding information from clients and partners

• Assisting with operational paperwork and payment-related administration

• Supporting trade support processes where appropriate

Person Specification

Experience

• Proven experience as a PA

• Experience managing complex diaries and travel arrangements

• Experience using CRM systems, ideally HubSpot, is desirable

Skills

• Exceptional organisational and time management skills

• Strong written and verbal communication skills

• High proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint)

• Ability to work under pressure and meet tight deadlines

• Comfortable handling confidential client, financial, and operational information

Attributes

• Discreet and professional at all times

• Proactive and uses initiative

• Flexible and adaptable to changing priorities

• Highly accurate with strong attention to detail