Executive Support Specialist

3 weeks ago


Newcastle upon Tyne, Newcastle upon Tyne, United Kingdom Womble Bond Dickinson Full time

We are seeking a dedicated Personal Assistant to provide exceptional support within our organization. This position is designed to facilitate effective operations and enhance client interactions.

About the Team

The Executive Services division is structured into three collaborative hubs: a Document Production hub focused on transcription services, an Executive Support hub handling administrative tasks, and a Personal Assistant hub, which you will be part of, dedicated to organizational and client care support.

Key Responsibilities

As a Personal Assistant, your role will encompass delivering high-quality assistance to several fee earners, including:

  • Assisting in the creation of reports, financial documents, and presentation materials;
  • Serving as the primary contact for both internal and external clients, enhancing client and fee earner relationships;
  • Composing correspondence on behalf of fee earners;
  • Managing telephone communications and providing necessary support;
  • Handling incoming messages for fee earners, initiating responses, forwarding matters for action, and ensuring follow-ups are completed;
  • Playing an active role in the billing process, including maintaining budgetary data and financial spreadsheets;
  • Organizing and managing calendars, including scheduling various meetings;
  • Coordinating meetings, which may involve arranging travel, accommodations, meals, and refreshments;
  • Providing meeting support by distributing agendas and relevant documents in advance;
  • Maintaining accurate and updated business contact lists;
  • Familiarity with private client work is advantageous.

Qualifications

To excel in this position, candidates should possess:

  • Experience in a Personal Assistant role within the legal sector;
  • Proficiency in the MS Office suite and familiarity with various in-house office systems;
  • Strong communication skills, capable of engaging through various channels such as emails, phone calls, and written correspondence;
  • Experience in managing and prioritizing workloads in accordance with departmental service level agreements.

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