Personal Assistant - London, United Kingdom - Fragomen

Fragomen

Verified Company

London, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Job Description

Personal Assistant (12 months fixed term)

We have an exciting opportunity for an experienced Personal Assistant to join our Office Services team at Fragomen on a full-time fixed-term basis in our London office from May 2023, to cover a maternity.

If you are looking to grow your career in a global reputable firm supporting Partners and Senior Managers, then this role could be perfect for you.

About us:
Fragomen is the world's leading exclusive provider of immigration services. With more than 50 offices worldwide, we provide immigration services in more than 170 countries.

For over 60 years, we have provided strategic immigration advice to a diverse range of clients from individuals to the world's leading multinational corporations.

With over 4,500 employees in more than 50 offices, you will be joining a truly global firm where providing exceptional client service is at the core of what we do.

Fragomen's professionals are respected thought leaders in the immigration field providing expertise to governments across the world including the US Congress, the UK Parliament, the European Union and the United Nations.

A career at Fragomen will provide you with the opportunity to work in an exciting environment for a broad range of clients, where no two days will be the same.

You will face interesting challenges and you will work with dedicated, friendly and ambitious people. We are extremely proud of our diverse workforce at Fragomen and we are fully committed to providing equal opportunities. We believe that our differences make us stronger.

About the team:
The PA role sits within the Office Services Team and reports into the Office Services Manager.

This team are responsible for all office administration, facilities and general office support as well as assisting Managers, Directors and Partners across the business.

About the role:

Other key responsibilities will include:_
Coordinating and maintaining the diary of the Partners/Directors, including organising all appointments, meetings, travel arrangements, etc.
Arrangement of travel schedules, purchase and negotiation of tickets for business purposes
Monitoring and maintaining the work in progress to ensure timely follow up and completion
Identifying, anticipating and preparing information requirements for the Partners/Directors for meetings, presentations etc.
Answer telephone calls when they are in meetings or unavailable
Assist the Marketing Team with the arranging of seminars and events presented in the UK for marketing purposes including the organisation of facilities and invitations
Document assistance using Excel, Word, PowerPoint, and Visio
Preparing and submitting expense claims as required for Partners
Ensuring appropriate handover coverage is in place when absence and providing support and coverage for team members within the PA team
Other adhoc administrative duties and travel bookings, as required by other staff members

About you:

To be successful in this role you will have extensive experience within a similar role and be highly skilled in prioritising and organising work of your own and of others.

Also required:_
Plans workload and is able to meet deadlines and priorities for own work
Demonstrates an understanding of the impact of individual contribution upon team and client needs
Supports strong relationships by displaying professionalism and efficiency in appropriate communications
Able to act under instruction with limited supervision
Implement effective processes to manage workflow and meet deadlines
Generates clear, wellorganized written workproduct internally and externally
Able to effectively express oneself verbally in an articulate and polished manner
Uses communication skills to influence and achieve objectives
When work is allocated, clarifies with managers issues that are unclear and asks for the necessary information to complete tasks with respect to oneself and on behalf of team members where required
Keeps managers aware of the progress of matters to manage expectations, and informs of conflicting priorities/requesting assistance as problems arise / informing managers of current capacity
Takes on additional projects as required

Professional Conduct

Appropriate regard to firm policies, protocols and SRA Code of Conduct
Presents for work in a professional manner
Accepts responsibility for work undertaken
Demonstrates professionalism and confidence in verbal communications with their team
Assists in the development and support of colleagues when required
Treat all information about the firm and its client and their business as wholly confidential

Fragomen in London:
Our London office has over 230 people working collaboratively and creating a dynamic, positive environment.

The office itself is based in the heart of the City, located within a short walk of numerous tube stations.

The Firm has recently transitioned to a hybrid working model, which