Companies House

Personal Assistant 

POSITION

At Fiander Tovell accountants in Southampton, our people come first. People do business with people and our culture focuses on looking after each other as well as our clients. Our advice and services are designed to bring our clients maximum benefit, by helping them to run their businesses or financial affairs more efficiently and cost-effectively and to keep more of the money they make through effective tax planning.

Our independent, director-led practice works with business owners and directors at every stage of their business lives, from start-up through to growth and consolidation and on to succession and exit strategies. We also advise clients on personal financial and tax planning issues, to help them achieve security and peace of mind, now and for the future, for themselves and their families. 

​​The role of a PA acts as a vital link between the executive and both internal teams and external stakeholders. Their responsibilities often include managing schedules, handling correspondence, preparing reports, and ensuring that their manager’s time is used efficiently. While not always part of strategic decision-making, a PA plays a critical role in enabling smooth operations at the leadership level, contributing indirectly to organisational efficiency and success.​ 

Role & Purpose

To provide high-level, confidential, and proactive administrative support to the Managing Director (MD), enabling the effective management of their time, responsibilities, and strategic priorities. The PA acts as a key liaison between the MD and internal/external stakeholders, ensuring smooth communication and operational efficiency.

You will need to sign a non-disclosure agreement for this role.  

key responsibilities

Executive Support

  • Manage the MD’s complex diary, including scheduling internal and external meetings, prioritising conflicting demands, and ensuring optimal time management.
  • Monitor and triage the MD’s inbox, drafting responses where appropriate and flagging urgent matters.
  • Prepare briefing materials, agendas, and supporting documents for meetings; attend meetings to take minutes and track actions.
  • Coordinate travel arrangements, accommodation, and itineraries for business trips and events.

Operational Coordination

  • Act as the first point of contact for the MD, handling queries with discretion and professionalism.
  • Support the MD in managing strategic projects, including tracking deadlines, compiling reports, and liaising with project stakeholders.
  • Maintain and update action trackers, ensuring timely follow-up and completion of tasks.
  • Assist with the preparation of presentations, reports, and visual aids for client and board meetings.

Governance & Compliance

  • Support the MD in fulfilling corporate governance responsibilities, including board meeting logistics, minute-taking, and document management.
  • Ensure confidentiality and compliance with GDPR and internal data protection policies.

Client & Stakeholder Engagement

  • Liaise with clients, partners, and senior stakeholders on behalf of the MD, maintaining strong professional relationships.
  • Coordinate client meetings and ensure all pre- and post-meeting documentation is prepared and distributed.

Administrative Oversight

  • Provide ad hoc support to the wider leadership team as required, particularly during peak periods or absence cover.
SKILLS AND EXPERIENCE

Essential

  • Excellent organisational and time management skills with the ability to multitask and prioritise effectively.
  • Strong written and verbal communication skills.
  • High level of discretion and confidentiality.
  • Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).

Desirable

  • Familiarity with accountancy practice operations and terminology.
  • Experience supporting client-facing directors or partners.
  • Knowledge of CRM and document management systems.
  • Experience as a PA or Executive Assistant at director level, ideally within a professional services or accountancy environment.
Key relationships
  • ​​Key stakeholders, clients and contacts in consultation with the MD.
  • ​Other directors throughout the business.
  • ​Team Co-Ordinators ​
Person Specification
  • ​​Proactive and self-motivated with a forward-thinking approach.
  • ​Calm under pressure and adaptable to changing priorities.
  • ​Professional, courteous, and confident in dealing with senior stakeholders.
  • ​Strong attention to detail and commitment to quality​

Interested in a career at Fiander Tovell?

Are you ready to put your CV in front of a great employer? It only takes a minute! Applicants should send their CV with a covering email to the People & Development Team at careers@fiandertovell.co.uk. 

Successful applicants will be contacted by a member of the team to arrange an interview.

Fiander Tovell is committed to providing equal opportunities in employment. This means that all job applicants, employees, and directors will receive equal treatment regardless of race, colour, ethnic or national origin, religion, sex, marital status, sexual orientation or disability.