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    Assistant / Executive Assistant to CEO - London, United Kingdom - Stewarts

    Stewarts
    Stewarts London, United Kingdom

    4 weeks ago

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    Description
    Job Description We are looking for an Executive Assistant to join our Policyholder Disputes team in our London office. This person will provide the highest level of assistance to the Head of Policyholder Disputes and the wider department.

    Duties will include a range of organisational and administrative tasks as well as undertaking a range of ad-hoc duties and projects as delegated from time to time.

    This requires someone who has proficient administration skills, attention to detail, excellent communication and written skills.


    Job Responsibilities:
    Assisting the Policyholder Disputes Head of Department
    Representing the Policyholder Disputes team and being the "go to" person for the partners and the department
    Coordinating and organising departmental processes and events (reporting, snapshots, social activities, training workshops)

    Extensive diary management – arranging meetings, interviews, some travel arrangements, client entertainment, checking outlook calendars, reminding re appointments and assisting in their preparation.

    Using own initiative to making appropriate determinations of behalf of others when required
    Typing and/or drafting correspondence, notes, reports, emails, forms, minutes, spreadsheets, slides and other documentation
    Manage and maintain professional relationships with clients and other stakeholders, acting as gatekeeper for telephone calls and emails where required
    Communicating with clients and others and addressing queries
    Carrying out organisational and administrative tasks such as copying, proof-reading, extensive file management (hard copy and email)

    Accounting:
    processing payment of invoices, time recording, assisting with the billing process, dealing with expenses, preparing statements of account including narratives, awareness of client preferences, charge-out rates, funding arrangements, collating financial data for monthly reports
    Maintaining client data and assisting with marketing activities
    Undertaking a range of ad-hoc duties and projects as delegated from time to time


    Job Skills:
    Proficient organisational and administrative skills, attention to detail and ability flexibly handle time-restricted projects
    Excellent communication and influencing skills
    Excellent IT skills, experienced with relevant spreadsheets, databases, ability to adapt to new technology and processes
    Excellent written skills, compiling data analysis and report writing
    Ability to demonstrate excellent judgement and discretion regarding confidential and commercially sensitive information


    Previous Experience:
    ~ Extensive previous legal secretarial/PA experience within a law firm or other professional services organisation


    General Skills:
    Well organised, uses initiative, prioritises appropriately, applies self, manages own workload and meets deadlines
    Demonstrates excellent people skills (respectful, positive, articulate, professional and sympathetic)
    Delivers helpful internal services with a proactive and "can do" approach, shows commercial awareness and represents the department/firm appropriately
    Calm, articulate and exchanges information and ideas
    Accepts and follows instructions, listens, makes notes, questions appropriately, acts collectively
    Aptitude to pick up new technology and software
    Shows sound judgement and strategic planning skills; acts within boundaries
    Shows dedication, passion and eagerness
    Is a respectful, reliable and encouraging team player
    Reflects the firm's culture
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