Executive Assistant

6 months ago

Edinburgh, United Kingdom Morton Fraser MacRoberts LLP Full time

**Executive Assistant, Real Estate & Infrastructure (0091)**

At Morton Fraser MacRoberts we are a different kind of law firm, independent by choice and a place where we make our own decisions and our people can have their own say. Our culture empowers all of our people to be the best they can be.

You'll get responsibility early on and the support to make great things happen. And because we understand that hard work comes from people who are empowered to be at their best more of the time, we offer an agile working environment.

We are charting our way to become the best in our field, so if you share our ambition, come chart your best course with us.

**Summary of Role**

To provide a range of administrative support to a group of busy fee earners in our Real Estate team, ensuring a proactive approach to strengthen and underpin team efficiency and client service.

**Key Tasks**

**1. Client Support**:
Screening calls appropriately, taking messages and dealing with enquiries that do not require a fee earner's input.

Play an active role in client service and act as a confident, reliable and knowledgeable contact for division's clients.

Co-ordinating and reparing reports for key clients.

**2. Marketing co-ordinator for the Real Estate team**:
Assist with the production of divisional marketing literature (from team sheets to credentials), in conjunction with marketing team;
The organisation of hospitality and events including scheduling diaries, booking rooms, organising catering, setting up events and publicising on social media, identifying and tracking of invites/attendees, producing event packs and materials and, if required, organising rehearsals and slides, name badges, meeting and greeting attendees at the start of the event etc., liaising with the marketing team, Client Suite team and Central Services team as appropriate.

**3. File management**:
Assisting with reviewing and closing files.

Despatch and retrieval of files from Iron Mountain. Items being sent off-site need to be properly indexed with aspects like 'descriptions' and 'destruction dates' set.

**4. Document Processing**:
Collation of complex and/or volume documents, compilation and organising the signing of documents and correspondence.

Scanning and uploading/saving key documents to files and data sites.

Managing client data sites.

Where appropriate, the Executive Assistant would delegate and supervise GAs in the scanning, copying and binding of documents.

**Qualifications and Experience**
- Excellent administrative, planning and organising skills.
- Able to prioritise work and sequence work appropriately to meet deadlines.
- Ability to follow instructions and work with mínimal supervision using own initiative.
- Experience of delegating and supervising the work of others is desirable.
- Excellent proof-reading skills and critical attention to detail.

**Person Specification**
- You have excellent communication skills, you are articulate, you communicate clearly, concisely and without any jargon.
- You enjoy working within a team and autonomously on your own initiative.
- You are personable and good at building and developing client relationships.
- You are confident and you have a strong belief in yourself and your own ability.
- You are committed to providing a good client experience and willing to put in extra time and effort when required.

Here at Morton Fraser MacRoberts we believe in a positive work life balance and in an inclusive and friendly working environment.

We offer a generous benefits package including:

- Profit Related Pay
- Pension Scheme
- Private Medical Insurance for all employees (BUPA)
- Holidays starting at 25 days plus 9 public holidays (plus birthday off)
- Tax Efficient Car Lease Scheme
- Cycle to Work Scheme
- Life Assurance
- Income Protection
- Access to Comprehensive Wellbeing resources
- Retail Discounts

**Job Types**: Permanent, Full-time

**Salary**: £21,840.00-£30,000.00 per year

Schedule:

- Monday to Friday

Work Location: Hybrid remote in Edinburgh

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