Executive Support Specialist
2 weeks ago
We are seeking a highly skilled and experienced Personal Assistant to join our Executive Services team in Newcastle on a permanent basis.
The role falls within our hybrid working policy, requiring some flexibility, but most new full-time employees spend around 3 days in the office and 2 days working from home.
Our Executive Services team consists of three 'hubs': a Document Production Specialist hub providing a transcription service, an Executive Support Assistant hub providing support with administrative tasks and a Personal Assistant hub, which you will join, providing organisational and client care support.
As a Personal Assistant, you will deliver high quality support to a number of fee earners, including:
- Providing support with the preparation of reports, financial data and presentation materials;
- Acting as the first point of contact for internal and external clients and focusing on adding value to client/fee earner relationships;
- Drafting correspondence on behalf of fee earners;
- Dealing with telephone calls and providing assistance when appropriate;
- Dealing with incoming communications on behalf of fee earners, initiating replies, forwarding on matters requiring action and following up to ensure actions are completed;
- Taking an active role in the billing process, maintaining budgetary information and financial spreadsheets;
- Organising and maintaining diaries, including setting up a range of meetings;
- Organising meetings, which may include arranging travel, accommodation, lunches and refreshments;
- Providing support for meetings, such as circulating agendas and papers in advance;
- Keeping accurate and up-to-date business contact lists;
- Knowledge of private client work is desirable.
To be successful in this role, you'll need:
- Experience of working in a Personal Assistant capacity within the legal profession;
- Proficiency in MS Office suite and experience of working with other in-house office systems;
- Excellent communication skills and the ability to utilise them via different methods, such as emails, phone calls and letters;
- Experience managing and prioritising your workload in line with department service level agreements.
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