Office Assistant

8 months ago

Belfast, United Kingdom Allen & Overy Full time

Allen & Overy is a leading global law firm operating in over thirty countries. We work on some of the most challenging and important deals and have built a reputation for delivering exceptional legal solutions that help our clients grow, innovate and thrive. The legal industry is changing, and we're committed to leading that change, putting our people first, embracing new ways of thinking and integrating technology into our everyday work. Our business teams work hand-in-hand with our lawyers, Consultants and other specialist teams, and are ambitious, driven and leaders in their field.
- With us, you will constantly be learning and growing. We invest in you by offering exceptional professional and personal development - providing training, mentoring and practical support. We offer rewarding careers that are built around your strengths and designed to ensure you can achieve your personal and professional goals, recognising that those may look different for everyone.
- We have a powerful commitment to diversity, equity and inclusion. We’re determined to play our part in advancing a workplace where progress is made by harnessing our differences - whatever defines you, we ask you to bring your whole self to work. What truly defines a career at Allen & Overy? We recruit the best and ask for the best of you. We provide challenge, support and a place for you to belong. And together we excel, working on meaningful projects of global significance.**Department purpose**Role purpose**

As an Office Assistant you will support with all matters with regard to finance; business development, travel arrangements and preparation of complex and often confidential documents and presentations. The role will require someone who is highly organised, efficient and keen to work in a dynamic and fast-paced environment.**Key responsibilities**

**General PA duties - PA support, diary management, management of calls and post etc.**
- Maintenance of diary events and organisation of the day-to-day schedule of fee earners.
- Coordination of meetings, to include the consideration of and responsibility for ensuring all necessary documentation.
- Respond to telephone calls in a professional manner, acting as a filter to manage and control calls.
- Planning and coordination of comprehensive travel programmes, to include booking flights, hotels and car transfers.
- Preparation of holiday/absence trackers.

**Document Support - Preparation of client documentation and correspondence**
- Type letters, correspondence, presentations, reports and legal documentation.
- Proofread all work to ensure that completed documents are delivered accurately and to the appropriate high standard.
- Prepare and/or ensure availability of necessary agendas, presentations and meeting papers, including printing and timely distribution.

**Finance - Coordination and preparation of all expense claims/finance reports**
- Take responsibility for submission of expense claims on behalf of fee earners and maintenance of copies, ensuring cross-check against Corporate Amex expenditure if appropriate.
- Prepare fee reports on matters/follow up with Finance team.
- Routinely update Carpe Diem; complete and close timesheets where appropriate and prompt fee earners where necessary.
- Comfortable working with numerical data.

**Business Development**
- Work on client pitches, proposals and presentations, liaising with Business Development and Creative Services teams for timely production of documentation.
- Market research - assisting in gathering and analysing client and market intelligence.
- Coordinate/organise client and office events and ensure all details, post-event, are followed up.

**Key requirements**
- Strong administrative and organisational skills and a keen attention to detail.
- Strong communication skills both formal and informal and willingness to collaborate with others.
- Strong analytical and problem-solving skills - comfortable working with numerical data.
- Excellent Word, Excel, Outlook, PowerPoint skills.
- Ability to adapt with flexibility to handle multiple tasks.
- Ability to work as part of a team

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