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    Assistant / Executive Assistant to CEO - London, United Kingdom - Owen Reed

    Owen Reed
    Owen Reed London, United Kingdom

    1 week ago

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    Description

    We are recruiting an Executive Assistant to join the Business Development ("BD") department within the Business Services function, based at the firm's Head Office in London.

    The Business Development Executive Assistant will provide professional and client-focused support to the Heads Of BD primarily, as well as support across the whole department as required.

    The BD department is responsible for Communications and PR, Research and Insight, Digital, Pitching and Global Client Development.

    This role will support the Global Client Development and Communications teams with a 60:40 split between the two teams in two different locations in the London office.

    The Business Services Executive Assistant role will include undertaking complex tasks and projects, providing day-to-day support and playing a critical role in managing all routine and daily departmental administrative tasks.

    As with all client-led industries, a degree of flexibility is required.

    KEY RESPONSIBILITIES //

    The key responsibilities of this role are set out below and there may be others which are not listed.

    You may be required on occasion to work outside our normal working hours of 9:30am to 5:30pm.

    Be a point of contact for the BD team and provide PA support to certain of the BD leadership team.

    Proactively manage diaries and emails, including highlighting and rectifying clashes, ensure Outlook invitations are responded to and understand the Head's priorities for the day and individual preferences.

    Support on certain compliance projects including the Code of Business Conduct and Due Diligence Programme.

    Organise internal and external meetings, to include law firm meetings, regular team meetings/social events, including all ancillary arrangements such as booking meeting rooms and refreshments and proactively preparing any necessary paperwork.

    Attend these meetings and progress action points as appropriate.
    Manage the International "Master Events List".

    Arrange all team business travel, including ordering currency and creating itineraries and maintaining up-to-date knowledge and training in relation to the current travel booking policies and procedures.

    Maintain and monitor the team's budget, process all payments and expenses and keep records of what has been paid.

    Manage and monitor team holidays, sickness and other absences where appropriate, ensuring they are kept up to date in the HR absence calendar.

    Update team email distribution lists and team specific documents where necessary.
    Update the team intranet pages (OneNote) to ensure key information, contacts and organisational/structure charts are created and maintained.
    Maintain and update process and procedure manuals and suggest improvements for greater efficiency where appropriate.

    Provide Executive Assistant support to the BD/Heads Of on initiatives, projects, programmes, conferences and events and departmental strategy, building a comprehensive knowledge of both cyclical departmental activities and ongoing projects.

    Liaise with other business services Executive Assistants, and Practice Support Managers in the legal groups, to ensure collaboration, sharing of ideas and best practice, consistency of approach and to work as a seamless Executive Assistant function for the firm.

    Provide team support to cover absences for other business services Executive Assistants and during times of increased workload.
    Provide administrative support for new joiners to the department where relevant, including arranging introductory meetings and induction schedules.
    Draft, create, amend and format high quality correspondence, letters, documents, agendas, reports, presentations, diagrams and spreadsheets.
    Support the Comms team to deliver the Weekly ONE internal newsletter on the firm's email and intranet platforms.

    Provide central admin for the 'Around the Firm' Carousel of content posted to the homepage of onement the firm's intranet.

    Liaise with Digital Team to access regular reports on performance of the Weekly ONE digital newsletter.
    Track and produce media coverage reports for the Communications team using media monitoring platform.

    Act as a change champion and first-responder, supporting issues and challenges experienced by BD's and Heads Of following the introduction of new processes and systems.

    Provide general administrative support, such as minute taking, fielding queries, processing expenses, filing, printing, photocopying and scanning. Liaising with facilities and premises on office moves, health and safety requirements.
    Maintain a comprehensive knowledge of, and ensure compliance with, quality standards, and the firm's policies in general.
    Input and maintain Dynamics content for key contacts.
    Undertake additional ad hoc duties to support the group, as identified by the team Head and as necessary.

    CANDIDATE PROFILE //
    Candidates for this position must have:

    Excellent attention to detail and use of grammar.

    Excellent interpersonal and communication skills and the ability to work well within a team/be a strong team-player, and to interact at all levels.

    Ability to build strong relationships with internal and external clients.
    Commercial acumen and a solution-focused attitude.
    Accuracy and pride in their work product.

    Collaborative and supportive of the business and its initiatives, and a willingness to get to grips with new technology, taking the training opportunities provided by the firm.

    Proficiency in all Microsoft Office packages. Fast and accurate touch typist.
    Resilience and ability to work in a fast paced, high demand environment.

    Knowledge of or ability to learn basic, day-to-day aspects of email marketing and intranet systems like Concep and SharePoint.

    The ability to confidently manage and prioritise a varied workflow, and to remain proactive and flexible at all times.

    The ability to anticipate and identify potential problems and provide innovative solutions.
    Excellent organisational skills, with the ability to multi-task, keep calm under pressure and work to tight deadlines.
    Experience of working in a diverse team whilst fostering an inclusive team culture.
    Adaptable and open to change and a willingness and confidence to make suggestions for change where appropriate.
    High level of professionalism and integrity; displaying the highest standard of professional ethics.
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