Investment Management Secretary/Desk Assistant

  • Location


  • Sector:

    Financial Services

  • Job type:


  • Contact:

    Hannah McTaggart

  • Contact email:

  • Job ref:


  • Published:

    11 months ago

  • Expiry date:


  • Client:


Job Title: Secretary/Desk Assistant

FCA Approvals required: None

Department: Investment Management

Reporting to: Investment Director

Job overview : Provide secretarial and administrative support for Investment Management in the ongoing service of the firm’s clients. You will be working with an Investment Director, Investment Manager and Desk Assistant. This position is part-time, preferably 3 to 4 days per week and we are happy to be flexible. 

Main tasks

  •  Accurately transcribe dictation (audio/digital audio) within a reasonable time frame, using correct punctuation and grammar
  •  Proof read and check documents
  •  Present documents professionally and in an appropriate format
  •  Follow up promptly on unfamiliar terminology, unclear speech or corrections
  •  Maintain filing systems and update information regularly
  •  Book meetings, appointments and team travel arrangements
  •  Take minutes at various meetings as required
  •  Develop relationships with clients and maintain awareness of client relationships
  •  Proactively look for efficiencies and potential process improvements
  •  Prepare payment, transfer and other internal administration forms for investment manager sign-off
  •  Ensure internal CRM system is kept up to date
  •  Update client background notes and maintain tracker sheets
  •  Provide desk assistant cover during periods of high volume, illness or other absence



  •  No investment advice is to be given or relayed under any circumstances
  •  No permissions to release orders



  •  Work within the Regulatory and the Firm’s compliance framework
  •  Follow JMF development programme to gain competence
  •  Maintain own professional competence through a programme of CPD


Personal Conduct

  •  Ensure that the firm’s clients and staff are always treated fairly and responsibly, with respect and consideration.


Qualifications, skills, experience and competencies needed


  •  Excellent written and verbal communication skills
  •  Able to develop and maintain excellent internal and external relationships
  •  Good customer facing skills
  •  Analytical and numerate
  •  Highly organised
  •  Able to multi-task and prioritise tasks effectively
  •  Fast and accurate typing skills, using audio and digital audio
  •  GCSE (or equivalent) English (grade C or above)
  •  Advanced user of Microsoft Excel, Outlook and Word



  •  Demonstrable interest in City Markets and Private Client Fund Management
  •  Up to 2 year’s relevant financial services experience in client administration
  •  Experience of Microsoft PowerPoint and other packages
  •  An understanding of the UK Regulatory framework