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    Executive Assistant - London, United Kingdom - Stewarts

    Stewarts
    Stewarts London, United Kingdom

    3 weeks ago

    Default job background
    Description
    We are looking for an Executive Assistant to join our International Arbitration team in our London office. This person will provide the highest level of assistance to the Head of International Arbitration 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 International Arbitration Head of DepartmentRepresenting the International Arbitration team and being the "go to" person for the partners and the departmentCoordinating 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 requiredTyping and/or drafting correspondence, notes, reports, emails, forms, minutes, spreadsheets, slides and other documentationManage and maintain professional relationships with clients and other stakeholders, acting as gatekeeper for telephone calls and emails where requiredCommunicating with clients and others and addressing queriesCarrying 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 reportsMaintaining client data and assisting with marketing activitiesUndertaking 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 projectsExcellent communication and influencing skillsExcellent IT skills, experienced with relevant spreadsheets, databases, ability to adapt to new technology and processesExcellent written skills, compiling data analysis and report writingAbility 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 deadlinesDemonstrates 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 appropriatelyCalm, articulate and exchanges information and ideasAccepts and follows instructions, listens, makes notes, questions appropriately, acts collectivelyAptitude to pick up new technology and softwareShows sound judgement and strategic planning skills; acts within boundariesShows dedication, passion and eagernessIs a respectful, reliable and encouraging team playerReflects the firm's culture
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