Executive Assistant

4 weeks ago

Manchester, United Kingdom The Recruitment Group Full time

Executive Assistant

Salary up to £30,000

12-month fixed-term contract

50% Hybrid role based in Manchester

Executive Assistant /Personal Assistant /EA / PA / Secretary/ Law/ Legal/ Finance

The recruitment Group is excited to be working with a leading law firm that offer a full range of legal services.

Purpose of the Executive Assistant role:

The Executive Assistant will be based within the Executive Support Services team which is responsible for supporting all areas of the business. The role reports to the relevant office’s Executive Support Manager or Executive Support Team Leader 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 Real Estate National Service Line and will work alongside the Document Production Specialists and Administration Assistants. You will be providing support to a high number of fee earners within the Real Estate NSL.

Main duties and responsibilities of the Executive Assistant role:

• 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 and sector information on the Firm’s intranet site.

• 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

• Manage and monitor lawyers’ inboxes including for planned and unplanned absence where possible reducing email volume by responding to emails and filing on worksite

• 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

• Manage the payment of lawyer and NSL expenses, memberships and subscriptions including using the Purchase Order system and preparation of payments etc

• Understand and support end to end billing process to assist lawyer

• Ensure outstanding attention to detail, sense and quality check all work and identify quality issues and address problems prior to lawyer review

Experience/knowledge requirements for the Executive Assistant role:

• 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

• 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

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