Personal Assistant (12-Month FTC)

Opportunity

Your role will be to provide ongoing personal support to the Head of Investment Trusts. This includes the provision of an office management service on behalf of the Investment Trust department including support to the Senior Company Secretary, Head of Investment Trust Sales & Head of Investment Trust Marketing on departmental matters.

Responsibilities

• Support the Head of Investment Trusts with complex diary management, inbox management, expense processing, regulatory registers (including CPD training logs), Gifts and Entertainment tracking, travel bookings and arrangements.
• Coordinate projects including strictly private and confidential matters of high market sensitivity, working with the embargo team.
• Work with the Compliance team to manage Insider Lists for Material Non‑Public Information (MNPI).
• Track and arrange for the Head of Investment Trust to meet with each Investment Trust Chair twice a year for a 1:1.
• Track and ensure all Board meeting actions allocated to the Head of Investment Trusts are completed, diarising reminders if necessary.

Team Administrator Responsibilities

• Support the Senior Leadership Team with expense processing, regulatory registers (including CPD training logs), Gifts and Entertainment tracking, travel bookings and meeting planning and coordination of complex diary management on an ad‑hoc basis.
• Coordinate the response to complaints, tracking through to completion and reporting to the business.
• Invoice processing.
• Monitoring and management of the Investment Trust T&E Budget.
• Build good working relationships with peers inside the firm and with clients.
• Monthly share analysis report for all eight trusts.
• Updating and keeping track of share issuance and buy backs for the Sales team.
• Organise induction schedule for new Investment Trust Directors, including welcome lunch with Head of department and fund managers.
• Arrange the Investment Trust departmental meetings.
• Manage department records including sickness, holidays and departmental joiners and leavers.
• Weekly movements schedule to provide visibility of office/WFH status of team members.
• Organisation chart updates for any team changes (submission as required).
• Act as Business Continuity Plan administrator ensuring key contact information is up to date and liaison on behalf of the team with the Business Continuity Team & the wider PA group.
• Act as Departmental Business Champion for IT and Facilities projects.
• Arrange any requirements for work experience programme.

Event Management

• Organise venue and logistics for two Chairmen’s dinners per year and retirement dinners for Investment Trust Chairmen (c. 16 attendees).
• Manage invitations and logistics for three awards dinners per year.
• Plan, arrange and execute the annual Investment Trust Directors’ conference and dinner (c. 70‑80 attendees).
• Plan, arrange and execute Investment Trust Annual brokers drinks reception (c. 100 attendees).
• Plan, arrange and execute annual Department offsite including itinerary, activities, dinner, travel and accommodation (c. 25 attendees).
• Support the sales team with events as required.
• Planning and management of Investment Trust Board’s overseas trips – providing high level support to the Chairs and Directors to arrange all overseas travel bookings including all flights, travel visas, accommodation, sourcing meeting facilities, providing ideas for activities, booking restaurants, client/company meetings as required and creating a detailed itinerary.
• Support the Company Secretarial team with venue and logistics for private board dinners.

Benefits and Work Environment

• Hybrid working and reasonable accommodations.
• Generous holiday policies.
• Excellent health and wellbeing benefits including corporate membership to ClassPass.
• Paid volunteer time to step away from your desk and into the community.
• Support to grow through professional development courses, tuition/qualification reimbursement and more.
• Maternal/paternal leave benefits and family services.
• Complimentary subscription to Headspace – the mindfulness app.
• All employee events including networking opportunities and social activities.
• Lunch allowance for use within our subsidised onsite canteen.
• Annual bonus opportunity – the position may be eligible to receive an annual discretionary bonus award from the profit pool.
• Competitive compensation, pension/retirement plans, and various health, wellbeing and lifestyle benefits.

Required Skills

• Discretion and confidentiality.
• Punctuality and flexibility.
• Highly organised with ability to prioritise.
• Proactive.
• Excellent verbal and written communication skills.
• Attention to detail and accuracy.
• Enthusiastic/positive attitude.
• Able to use initiative.
• Excellent interpersonal skills and ability to build excellent relationships at all levels.

Nice to Have Skills

• Previous PA experience working at a senior level.
• Intermediate to Advanced computer skills including Word, Outlook, PowerPoint and Excel.
• Salesforce.
• Numerate and literate with good communication and networking skills.
• Financial services experience preferred.

Additional Information

You will be expected to understand the regulatory obligations of the firm, and abide by the regulated entity requirements and JHI policies applicable for your role.

Equal Opportunity Statement

Janus Henderson Investors is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status. All applications are subject to background checks.

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