Executive Assistant - London, United Kingdom - Oracle Solicitors

Description

Oracle Solicitors Job Description
**Executive Assistant


Reports to:
Directors of the company


Department:
Corporate


Job Overview:

We are looking for an Executive Assistant to perform a variety of administrative tasks and support our firm's Directors. The Executive Assistant's responsibilities include managing calendars, making travel arrangements and preparing expense reports.

It will furthermore take on higher level office management tasks and be responsible for general day-to-day administration of the Directors workload, follow up on processes and procedures in order to improve operations, and handle administrative tasks in relation to overall firm performance.

He/she will be the first point of contact for Directors, employees, and dealing with some of the more sensitive administrative tasks, requiring a high level of confidentiality and integrity.

To be successful in this role, you should be well-organized, have great time management skills and be able to act without guidance.

Ultimately, the Executive Assistant will contribute to the efficiency of our business by providing personalized and timely support to executive members.

Purpose/Main Objectives:

To efficiently, responsibly and actively manage allocated workload and ensure that tasks are progressed properly and in a timely manner.

To provide any support required from Directors and acting on behalf of Directors as required. To build and maintain good, effective working relationships with clients and with colleagues. Team lead for a small team of office administrators in our branch offices.


Responsibilities:

• Act as the point of contact among Directors, employees, clients and other external partners
• Manage information flow in a timely and accurate manner
• Manage Directors' calendars and set up meetings
• Make travel and accommodation arrangements
• Rack expenses and prepare weekly, monthly or quarterly reports
• Take minutes during meetings
• Organize and maintain the firm's online filing system
• Act as an office manager by supervising office supply inventory across all offices
• Supervise the firm's office administration team (office & utility management)
• Ensuring the health and safety policies are up to date
• Implanting and maintaining procedures/office administrative systems
• Explore and make connections with current or potential future service providers and maintain a good working relationship
• Support the Global Head of Compliance by
• Assisting with the preparation of Audits
• Complete any regulatory administrative tasks

Relationships:

Reporting to the Directors, working with the senior leadership team


Requirements and skills:

• Work experience as an Executive Assistant, Personal Assistant or similar role
• Excellent MS Office knowledge
• Outstanding organizational and time management skills
• Ability to multitask and prioritise, and understand the importance of deadlines
• Excellent verbal and written communications skills
• Able to work well under pressure, without sacrificing a high attention to detail
• Discretion and high level of confidentiality
• PA diploma or certification is a plus
• Work experience within a law firm is a plus