Executive Assistant to Director of BD

6 days ago

Bristol, Bristol, United Kingdom AJ Chambers Full time
About the Role

AJ Chambers is partnering with a top international law firm to find a highly organized and driven Team PA to support the Business Development and Marketing team on a 12-month fixed-term contract.

Key Responsibilities
  • Provide administrative support to the Director of BD & Marketing and Heads of teams, ensuring seamless day-to-day operations.
  • Schedule meetings and manage diaries, ensuring timely and efficient communication.
  • Prepare and distribute necessary documentation for internal and external meetings, maintaining confidentiality and discretion.
  • Take minutes of meetings, as required, and maintain accurate records.
  • Liaise with internal and external stakeholders to coordinate meeting logistics, including venue, attendance, refreshments, and material distribution.
  • Manage travel arrangements, including visas and itineraries, as necessary.
  • Process invoices, purchase orders, and expense claims in a timely manner, ensuring compliance with company policies.
  • Assist in preparing and administering Marketing budgets, maintaining accurate records and reports.
  • Take ownership of maintaining the BD & Marketing intranet pages, ensuring content is up-to-date and accurate.
  • Provide ad-hoc support for major BD&M projects, demonstrating flexibility and adaptability.
  • Support firm events, ensuring smooth execution and excellent customer experience.
  • Attend team meetings to share information and maintain clarity on future actions.
  • Manage team social events, fostering a positive and inclusive team culture.
  • Create PowerPoint presentations to support internal meetings, showcasing creativity and attention to detail.
  • Regularly report on team activities and priorities, using various templates, to ensure transparency and accountability.
  • Track team deadlines and assist with delivery to tight timescales, demonstrating exceptional organizational skills.
  • Comply with all relevant legal and regulatory obligations, including the Solicitors Regulation Authority (SRA) Standards and Regulations, and Principles.
Requirements
  • Proven secretarial and team assistant experience, minimum of 1 year.
  • Experience working with high-achieving individuals in a pressured environment.
  • Preferably experience working in a large international organization.
  • Intermediate level proficiency in Microsoft Office applications, including Word, Excel, and PowerPoint.
Person Specification
  • Highly motivated, professional, and a great team player.
  • An interest in professional services Business Development and Marketing.
  • Accustomed to dealing with people at all levels with tact and diplomacy.
  • Exceptional level of professional discretion and political savvy, with good judgment and ability to navigate and influence multiple senior stakeholders.
  • Excellent networking skills and interpersonal skills.

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