Personal Assistant

Fixed Term Contract Duration - 10 Months

About the Business

Quilter plc is a leading wealth management business, helping to enable brighter financial futures for every generation.

Quilter oversees £141.2 billion in customer investments (as of December 2025). It has an adviser and customer offering spanning financial advice, investment platforms, multi-asset investment solutions, and discretionary fund management. The business is comprised of two segments: Affluent and High Net Worth.

Affluent encompasses the financial planning business, Quilter Financial Planning, the Quilter Investment Platform and Quilter Investors, the multi-asset investment solutions business.

High Net Worth includes the discretionary fund management business, Quilter Cheviot, together with Quilter Cheviot Financial Planning – offering a highly personalised service to private clients, charities, trustees, and professional partners. Quilter Cheviot has presence throughout the UK, Ireland and Channel Islands.

At Quilter we never stand still. Our foundations are rooted in our extraordinary expertise, which is trusted by hundreds of thousands of customers, but we have great ambitions to stay one step ahead and make an even greater difference to the people and communities we serve, including our colleagues.

Our business is transforming, continually modernising, and becoming even more customer centric. So, if you want to be bold in the pursuit of your ambitions, bring new ideas, and challenge and evolve what we do, it’s the perfect time to join us!

About the Role

Level: 2

Location: Southampton

Department: Business Support

Contract: Fixed Term Contract / Secondment

Contract duration: 9 months

The Distribution Sales team comprises of field/telephone-based sales consultants, specialists and a Distribution Support team based in Southampton, in total approximately 125 staff. The Distribution Director has 10 direct reports, including Heads of Sales for each of the three regional sales teams, which this role will primarily support. There are two people in the PA team who support the Senior Leadership Team and also manage requests from other members of the team.

The main purpose of the role is to work with the Distribution Director and the UK Sales Leadership team to support the delivery of the function’s objectives and strategic goals.

Key responsibilities are listed below:

• Effective diary management; co-ordinating meetings, highlighting / resolving clashes, accepting/declining invites, organising delegate attendance and liaising with the Heads of Sales on the urgency/importance of meetings to make the best use of their time. Include focus time and preparation time for meetings

• Supporting office visits and other external meetings, e.g. travel time, parking at Quilter House, rooms for meetings

• Scheduling recurring meetings; monthly team meetings, 1:1s, regular check-in meetings with key stakeholders around the business

• Regular catch-up meetings with the Heads of Sales to review outstanding queries/emails using pre-prepared action list

• Inbox management; flagging important emails requiring action, deleting junk email and responding to emails where possible, including responding to adviser emails

• Input expenses for the Heads of Sales and approve direct reports’ claims on behalf of the Heads of Sales, using Workday

• Book travel as required for the Heads of Sales, using Click Travel system, keeping within agreed budget limits

• Input relevant information onto the Gift Register for the Heads of Sales, including adviser meetings where hospitality has been provided and checking expense receipts to capture any required reporting

• Organising the monthly team meetings for each region – building the agenda, arranging guest speakers and booking meeting rooms/refreshments

• Ensure invoices are processed efficiently, with costs correctly coded, approved, receipted within deadlines, and emailed to Finance for crossmatching.

• Supporting the recruitment process for Distribution as required, including raising vacancy requisitions via Workday, agreeing interview slots, co-ordinating new starter IT equipment

• Compiling induction plans for new starters, for their first 2-3 weeks; introductory meetings with colleagues, time scheduled for training/CBTs and a visit to Quilter House, to include any travel/overnight accommodation/dinners and meetings with Southampton-based teams. The induction also includes 60-90 minutes with the PA to run through central systems, eg. Workday, Click Travel and review the Distribution Handbook

• Supporting meetings and Events as required, booking meeting rooms/refreshments, providing attendee lists/dietary requirements, raising POs for Marketing Events team

• Maintenance of an established digital filing system to allow members of the PA team to access an auditable trail of work

• Maintenance of the Consultant Information spreadsheet with correct data

• Maintenance of the Starters/Leavers Tracker spreadsheet with correct data

• Maintenance of the Structure Chart for Distribution and share with relevant areas, e.g., Marketing, Salesforce team

• Maintenance of the Study/Exams spreadsheet with correct data to provide a current overview of team qualifications

• Maintenance of the Events Log spreadsheet with internal meetings and small adviser meetings, which provides event budget information and acts as a cross-check for adviser gift/hospitality activity

• Regular review of the Sales PA mailbox, particularly in the event of team absence, action of emails where necessary

• Contribute to audits as required, highlighting recurring issues or complaints

• Ensure adherence to regulatory and legislative policies and procedures

• Responsibility for on-going review and streamlining of relevant Sales processes/procedures. Actively contribute to the ongoing improvement and efficiency of processes across the department

About You

• Excellent communication and organisational skills

• Ability to manage own time to deliver to deadlines

• Ability to work with discretion and privacy when dealing with sensitive data and be able to judge work that is sensitive and treat it accordingly

• Excellent attention to detail and ability to methodically work through requirements

• Ability to work as a team player

• Professional approach

• Adaptable to change

• Previous experience as a personal assistant

#LI-remote

#LI-FD1

#Quilter

Inclusion & Diversity

We value diversity and strive to promote inclusivity in all aspects of our culture. We believe in equal opportunities for all, ensuring that no applicant encounters less favourable treatment based on anything but their skills, qualifications, experience, and potential. We celebrate the unique contributions of a diverse workforce and create a respectful, nurturing environment where every colleague can thrive.

Values

Do the right thing: We act with integrity and are proudly committed to going above and beyond in service of our clients and the support we provide our communities.
Always curious: We continuously seek new ideas and knowledge so we’re one step ahead of our clients’ needs. We look for inspiration everywhere and encourage experimentation, recognising that this is how we create brilliant solutions for brighter futures.
Embrace challenge: We aim high to transform our potential into meaningful outcomes. With ambition as our driving force and a steadfast commitment to growth, we succeed for the good of every generation.
Stronger together: Combining our diverse talents, we accomplish more collectively than we ever could do alone. We speak openly, actively listen, and support each other, and constructively challenge and embrace new ideas. We seek empowerment and demonstrate ownership and trust, with the confidence to make impactful decisions.

Core Benefits

Holiday: 182 hours (26 days)

Quilter Incentive Scheme: All employees are eligible to participate in incentive scheme, to incentivise business performance and their contribution.

Pension Scheme: A non-contributory company pension scheme that can be boosted through personal contributions.

Healthcare Cash Plan: Jersey employees only.

Benefit Allowance: A cash benefit allowance is payable in lieu of some of our core benefits.

In addition to our core benefits, we offer a range of flexible benefits to UK employees that you can choose from and pay for conveniently via a salary deduction.