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Senior Administrative Coordinator

2 months ago

Tunbridge Wells, Kent, United Kingdom Loch Associates Group Full time
About the Company

Loch Associates Group is a leading provider of commercially focused legal advice and solutions, HR support, wellbeing and training, mediation, and dispute resolution services to a variety of clients. Our company is constantly developing new products and services to meet our clients' needs and is experiencing significant growth.

About the Role

This role requires a highly skilled and dynamic individual with a keen eye for detail and organizational excellence. The successful candidate will provide support to the Managing Director, including managing a busy diary, responding to emails, and coordinating internal meetings. The ideal candidate will be highly organized, able to multitask, and have excellent communication skills.

Key Responsibilities
  • Support to the Managing Director
    • Manage the MD's diary, scheduling meetings and daily tasks
    • Ensure non-client emails are responded to and any follow-up emails are sent
    • Act as central point of contact among Leadership team, employees, clients, and suppliers
    • Screen phone calls on behalf of the MD
    • Ensure that information is communicated within the group appropriately and in a timely and effective manner
  • Business Development and Marketing
    • Use the CRM system proactively to help the MD manage and develop client relationships
    • Track and coordinate all Business Development activity, ensuring that follow-up tasks are diarized and actioned
    • Liaise with the Marketing team in preparing for events and meetings
  • Administrative Support
    • Manage internal meetings, create agendas, take minutes, and ensure follow-ups are undertaken
    • Arrange travel, catering, and accommodation for the MD as required
    • Typing and/or composing of correspondence and documents
    • Collation of non-client documents for review and/or signing by the MD
    • Provide private support to the MD as required
    • Organize a filing system and file maintenance
    • Plan and book team events as required
    • Ad-hoc project work as required
  • Communication and Interpersonal Skills
    • Answer telephone calls in a professional and friendly manner
    • Meet and greet visitors to the office
    • Provide clerical, secretarial, and organizational support, including drafting/making amendments to correspondence and documents and copy typing for the Managing Director
    • Take phone calls, provide information to callers, and take and pass on messages in a professional and timely manner
    • Filing/Managing emails and contacts using Pipedrive
    • Assist with calendar management, scheduling client meetings, and making relevant arrangements as requested
    • Take notes at formal meetings
    • Work with the wider support team to provide administrative support to the wider team as required
    • Proactively address problems in the office, working independently or with others to identify solutions
    • Supervise Support team and oversee allocation of daily work
    Requirements
    • At least five years' experience in a similar Executive Assistant role at C-Suite level in a Professional Services firm
    • An understanding of employment law preferred but not essential
    • Prior experience of supervising administrative staff preferred
    • Proactive attitude, always looking for improvements or extra steps to improve the client journey
    • Brilliant communication skills and able to build strong working relationships with team and clients
    • Excellent multitasking skills
    • Attention to detail
    • Critical thinker and problem-solving skills
    • Team player
    • Good time-management skills
    • Great interpersonal and communication skills
    • Typing speed of at least 60 wpm
    • Excellent Microsoft Word and Excel skills
    • Educated to degree level (or equivalent)
    • 5 years of experience in a similar role
    • Excellent multitasking skills
    • Inquisitive nature – happy to positively and sensitively challenge the status quo to identify areas for improvement