Executive Assistant

2 weeks ago

London, United Kingdom Owen Reed Full time

Owen Reed are recruiting a proactive and highly competent Executive Assistant to work within one of the Corporate groups based at the firm’s Head Office in London. The role is to work Monday to Friday, 9.30am to 5.30pm, alongside a wider team of 6 ExecutiveAssistants, although as with all client-led industries a degree of flexibility is required. The role will report to the Group’s Practice Support Manager.

This role is an excellent opportunity for someone who is sufficiently experienced to influence stakeholders, build strong working relationships, and is keen to provide an exceptional service working within a challenging and demanding environment.

Hybrid: Its 4 days in office during probation and 3 days once passed

**KEY RESPONSIBILITIES**
- Act as gatekeeper for all fee earners/managers (e.g. take and share messages, manage expectations of callers, pass queries on to other fee earners/managers on the client team where appropriate).
- Build strong relationships with, and develop and maintain a comprehensive knowledge of, clients, mandates and projects.
- Extensive and proactive diary management (to include understanding fee earner/manager preferences, highlighting and rectifying clashes, marking holidays/absences where appropriate, ensuring Outlook invitations are responded to and understanding each feeearner’s/manager’s priorities for the day).
- Organise internal and external meetings including all ancillary arrangements (e.g. book meeting rooms and refreshments, prepare itineraries, arrange currency and technical support, and proactively prepare any necessary document packs).
- Arrange all fee-earner business travel via the firm’s Travel Management Company and the online travel portal, to include keeping fee-earner travel profiles updated, maintaining up-to-date knowledge and training in relation to the current travel bookingpolicies and procedures, proactively check country specific safety advice and travel news via the firm’s travel insurance provider’s travel resources website, and obtain any relevant travel documents (e.g. Visas or ID cards).
- Organise and support events and hospitality, to include managing invitations and RSVPs, arranging restaurants/venues and any necessary equipment, supporting the preparation and distribution of name badges, attending events.
- Attend and contribute to team meetings as required and progress action points as appropriate.
- Draft, create, amend and format high quality correspondence, engagement letters, documents, agendas, reports, presentations, diagrams and spreadsheets.
- Transcribe dictation (BigHand).
- Financial management, to include drafting bills and bill narratives, liaising with the Costs team, ensuring all fee earner time is closed down and up-to-date, obtaining PO numbers where appropriate and monitoring WIP.
- Transactional management, to include all file-opening/closing admin, ensuring all activities and duties adhere to risk and compliance requirements.
- Proactively maintain and update contact information within Outlook and the firm’s Client Relationship Management system (Dynamics).
- Own and maintain all relevant data, for example in relation to Graduate Recruitment, SRA Renewals, PI renewal, BD events and client relationships, to include creating and maintaining rolling 'to-do’ lists and prompting fee earners/managers as necessary.
- Manage league table submissions.
- Build strong relationships with business services teams and maintain effective and efficient use of business support services.
- General administrative support, e.g. bundling, indexing, time recording, copying, printing and scanning.
- Identify and facilitate knowledge sharing within peer group and wider team, and provide team support to cover absences and during times of increased workflow.
- Maintain a comprehensive knowledge of, and ensure compliance with, quality standards, and the firm’s policies in general.
- Undertake additional ad hoc duties to support the group, as identified by group partners and as necessary.

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