Executive Assistant - Norwich, United Kingdom - Mills & Reeve LLP

Mills & Reeve LLP

Verified Company

Norwich, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Location:

Norwich

Office:

Norwich

Discipline:

Private client

Contact name:

Samuel Taylor

Contact phone:

Vacancy reference:

020269

Duration:

Permanent

Closing date:

29 March 2023

The role

Executive Assistant roles are based within the Executive Support Services (ESS) team which is responsible for supporting all areas of the business.

The role reports to the Executive Services Manager and is responsible for providing a high quality support service to the lawyers, utilising available resources as appropriate.

The role is based within the firm's Private Client National Service Line and will work alongside the Document Production Specialists and Administration Assistants.

You will be providing support to a team of lawyers.

This is a full time role, on a permanent contract.

The person

This is a busy and challenging role and to be successful your background will probably include:

Experience in a similar role, such as a PA or Secretary and ideally within a similar environment
Experience of providing support to multiple people i.e. diary management, arranging travel/events
Excellent knowledge of Microsoft Office systems; Outlook and Word
Experience within Private Client would be preferred
Experience in using financial matter management software would be an advantage, but is not essential

In addition, the role requires someone who:

Has the ability to work as part of a team and establishes good working relationships at all levels
Has excellent planning and organisational skills
Is flexible and willing to work additional hours as the role demands
Provides outstanding client service at all times
Is able to communicate clearly and effectively at all levels
Has excellent presentational and attention to detail skills
Remains calm under pressure

The activities

Clients

Work closely with the lawyers you are responsible for, supporting colleagues with all aspects of the firm's core value of strong client relationships, anticipate and consider client needs and ensure comprehensive notes are available for any ongoing items
Investigate problems to produce a satisfactory solution and make any recommendations for improvement of client experiences and processes
Deal with all calls and queries in a professional manner, take clear and concise messages and ensure these are dealt with in a timely fashion
Prepare and distribute agendas, itineraries and meeting papers including chasing any pending items to ensure lawyers have adequate time for planning
Maintain client sites, National Service Line ("NSL") and sector information on the Firm's intranet site including any relevant FELIX know how

Leadership

Remain calm and focussed under pressure, knowing when to seek assistance
Champion new initiatives and adhere to all of the firm's policies and procedures ensuring you are up to date with firm communications, including learning new skills and using these to benefit the wider firm
Think ahead of lawyer needs to free them up from administration tasks and actively assist with business development and marketing initiatives
Be focussed and fully involved in the role delivering work with high level of experience and act in a mentoring, coaching or training role to others
Take responsibility for your own personal development including developing your skills and wider knowledge of your team, National Service Line and also the wider business
The firm is committed to innovation in all areas. Within your role, consider and put forward better and new ways of working

Business Management

Ensure lawyers' diaries are managed and maintained, including but not limited to organising/arranging events/travel, ensuring all ancillary arrangements made, work and activities are scheduled, any potential challenges resolved to make the lawyers' day to day working easier to manage
Planning and managing work flow delegating appropriately ensuring you are fully aware of the workloads of others, including flexibility to going the extra mile for work to be completed to deadlines
Manage all aspects of file administration including being the point of contact on behalf of lawyers including file set up, ensuring compliance and money laundering requirements are up to date/in place, drafting letters of engagement (LOEs) and liaising with the Central Inception Team and Risk & Compliance
Maintain lawyers' CVs/biographies and completion of lawyer submissions
Completion and submission of any official forms relevant to assist lawyers in their roles using relevant packages/websites or delegating appropriately

Technical Excellence

Ensure outstanding attention to detail, sense and quality check all work and identify quality issues and address problems prior to lawyer review
Ensure outstanding knowledge of Microsoft Office and other commonly used software and hardware
Manage the payment of lawyer and NSL expenses, memberships and subscriptions i