Executive Assistant and Project Support

3 weeks ago

London, United Kingdom Norton Rose Fulbright LLP Full time

We're Norton Rose Fulbright - a global law firm with over 50 offices and 7,000 employees worldwide.

Our London office is currently recruiting for an Executive Assistant & Supporton a 15 month FTC. As well as the relevant skills and experience, we're looking for people who are innovative, commercial and value the work that they do. We celebrate multipleapproaches and points of view and believe diversity drives innovation, so we're building a culture where difference is valued.

The Team

In this role you will be providing direct Executive Assistant and Project Support to the Chief Operating Officer, EMEA (COO) and Partner & Chief Transformation Officer, EMEA (CTO), with wider support to the EMEA Executive Management team when required.

To be successful in this role it is essential that you are an effective communicator. You will be confident in dealing with a range of people and personalities at all levels, within a pressurised and extremely fast paced environment. You will be a flexibleteam player with a 'can-do' attitude, adaptable to the needs of the team and comfortable with taking end-to-end responsibility for delivering the high level of support required.

**Responsibilities include but are not limited to**:

- Full proactive diary management for the COO and CTO. Acting as a gatekeeper to their time and prioritising requests independently.
- Preparing meetings and related documentation for various weekly and monthly Business Committee and Executive Board Meetings, to include writing out for and collating agenda items, preparing presentations, uploading agendas and confidential papers to anonline board portal and maintaining filing
- Arranging all other ad-hoc meetings both internal and external, across various time zones, booking meeting rooms, technical equipment, setting up online conference calls and VC meetings and managing catering when required
- Planning international and domestic travel to include arranging visas, flights, trains, hotel reservations, car transfers and meeting schedules
- Managing all aspects of the COO and CTO's business communications to include:

- Arranging online webinars to host presentations to key stakeholders and large audiences. Preparing content and sharing recordings
- Regularly posting announcements and documents to the EMEA partnership noticeboard
- Independently preparing long-term service letters for COO sign off
- Preparing presentations according to house style templates and branding. Collating content from various departments, creating first drafts, working amendments and preparing final version for submission. Working with graphs and charts to reflect financialinformation
- Managing an online board portal for the EMEA region. To include user licenses, new committee board set up, invoices and training for new users
- Arranging and attending monthly Core BSLT, Regional COOs and Heads of Department meetings. Preparing meeting agendas, taking accurate notes and agreed actions for circulation. Ensuring that all action items are monitored as appropriate
- Preparing COO and Head of Department new joiner induction and visitor schedules as required
- Maintaining a strict electronic filing system for the COO and CTO
- Maintaining COO and CTO's personal information for business use, to include password logins, company credit cards, ID documents and reviewing charges to departmental budget codes
- Planning offsite departmental and office events and training programmes for the Business Services Leadership Team and arranging VIP lunches and dinners according to dietary requirements
- Meeting and greeting visitors to the Executive Office
- Contributing to and maintaining the Executive Office area of the firm's intranet
- Ad-hoc project coordination and support on management initiatives
- Taking ownership of all external enquires and internal queries from various areas of the business and dealing with matters not requiring the direct or immediate input from the COO or CTO
- Processing invoices, expenses and new supplier requests. Also reviewing expenses from direct reports for the COO and CTO's attention and approving on their behalf
- Building and maintaining relationships with various stakeholders across the EMEA region and across the Global network, to ensure collaboration and smooth running of tasks to meet deadlines
- Providing cover and support to wider Executive Management team and training new EA joiners when required
- Recording absences in the HR system for the COO and CTO
- Undertaking any other reasonable duties as necessary
- Flexible and available outside of core working hours

**General Approach**
- Exercises extreme confidentiality, discretion and personal sensitivity in all aspects of role
- Establishes rapport with and trust of team, managers and internal and external clients
- Shows a positive approach and interest in the work of the team
- Uses initiative to actively seek solutions to problems
- Proactively seeks to identify and acts on opportunities to improve processes or ways of working
- Supports and builds collaborative working relationships across teams and offices
- Takes ownership of queries: resolves, escalates or identifies alternative contacts as appropriate
- Actively works for the interests of the whole team
- Flexible and willing to go the extra mile to meet demands

**Skills and Experience Required**
- Strong time management and prioritisation skills
- Excellent organisational and administration skills
- Ability to engage with key stakeholders and deal with people at all levels within the organisation
- Strong team player - proficiency in collaboration
- Excellent written and verbal communication skills
- Proactive and positive approach with a "can-do" attitude
- Meticulous attention to detail; always striving for high quality and continuous improvement
- Ability to work effectively under pressure
- Solutions orientated and takes initiative
- Experience in a legal or other professional services environmentFlexible with the ability to work outside of core business hours as required in order t

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