Personal Assistant & Office Manager - LDC

Role Description

This role provides proactive, high-level PA and office management support across the Newcastle and Scotland teams (Newcastle Office based). The position is central to ensuring the smooth running of the office, supporting deal activity, maintaining compliance processes, and delivering high-quality internal and external engagement.

The role supports multiple Investment Directors and Managers and works closely with the wider PA network.

Key Responsibilities

EXECUTIVE DEAL SUPPORT & DIARY MANAGEMENT

• Diary management for multiple senior Investment Executives across Newcastle & Scotland
• Preparing and planning for individuals for their day/week ahead
• Prioritise work effectively by virtue of urgency and importance
• Coordination of calls, meetings and printing/binding materials ahead of scheduled meetings
• Preparation of daily/weekly itineraries, briefing packs, and materials
• Preparing investment materials, internal finance reporting, meeting minutes & presentations ensuring that documentation is in the correct format and on brand
• Supporting distribution of regional and national packs (e.g. pipeline/partner packs, valuation packs, monthly portfolio packs)
• Supporting wider team priorities during busy deal periods
• Flexibility to take on additional responsibilities across the team

TRAVEL & LOGISTICS

• End-to-end travel coordination (frequent UK travel incl. Scotland & London)
• Booking travel, hotels, restaurants, factoring in travel time for meetings and preparing full itineraries
• Monitoring cost and ensuring budget alignment

EVENTS & BUSINESS DEVELOPMENT SUPPORT

Full ownership of regional events programme (Newcastle & Scotland) including:

• Dinners, networking events, conferences, charity events & corporate hospitality
• Venue sourcing, supplier management, guest list coordination and logistics
• Working closely with investment team to ensure target/client engagement focus
• Acting as informal “events lead” for both regions, including ideation and supplier engagement
• Ensuring alignment of events with pipeline and origination activity
• Table plans

OFFICE MANAGEMENT & OPERATIONS

Acting as Office Manager for Newcastle and Scotland:

• Acting as main point on reception and managing front of house i.e. Reception, visitors, meeting rooms, and office presentation
• Supplier coordination and ordering of office supplies
• Supporting onboarding of new team members and general team wellbeing

GEH (GIFTS, ENTERTAINMENT & HOSPITALITY) & COMPLIANCE

Ownership of all GEH processes including:

• Logging, approvals, and submission via compliance systems
• Ensuring policy adherence and escalation for high-value items
• Maintaining audit-ready records and supporting compliance queries
• Managing approval thresholds, escalation and audit queries
• Coordinating pre-approvals and follow-ups to ensure payments and approvals align with deadlines
• Ensuring all mandatory training and HR requirements across the team are completed, monitored, and up to date

EXPENSES, INVOICES & BUDGET TRACKING

• Processing expenses, supplier invoices, and ensuring timely approvals
• Supporting regional budget tracking (including marketing/event spend)

SYSTEMS, CRM & DATA MANAGEMENT

• Maintaining CRM, contact databases and pipeline information, taking an active role in managing the regional pipeline by coordinating meetings with targets and advisors, tracking deal progress, and supporting the team in staying organised and on track against origination objectives
• Supporting best practice usage of internal systems

STAKEHOLDER & RELATIONSHIP MANAGEMENT

• Building strong relationships internally and externally with stakeholders
• Acting as key point of contact for advisors, vendors, portfolio companies and media contacts
• Representing the team/business professionally at all times

Key Skills and Experience

• Strong organisational and prioritisation skills
• Advanced Microsoft Office skills
• High attention to detail and accuracy
• Experience supporting senior stakeholders in a fast-paced environment
• Ability to manage multiple workstreams simultaneously
• Some understanding of financial services

Key Attributes

• Proactive, forward-thinking and highly organised
• Strong communication and relationship-building skills
• Professional, flexible and adaptable approach
• High levels of integrity and discretion
• Team player with a collaborative mindset
• Comfortable working across multiple locations and stakeholders

We are an equal opportunity employer and deeply value diversity within our organisation.

We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.