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Executive Assistant Team Leader

2 weeks ago

London, United Kingdom Stephenson Harwood LLC Full time

What we will offer:
We will offer you a place where you can be yourself and where there are no limits on what you can achieve. With us, you can take ownership of your career and have honest conversations throughout. You would join an ambitions firm with a clear strategy for profitable growth where you can get early responsibility and early involvement in growing the business. Here you can expect a competitive and fair reward as well as recognition based on all round performance. This forms part of our internal promise to you, The Deal, between the firm and its employees.

Team Structure:
The role is for a proactive and highly competent Executive Assistant Team Leader who can operate successfully in a pressurised and fast paced environment. The role will include direct line management of our Executive Assistant team, resource management within our Finance practice group and collaboration with fee earners. The ability to provide professional and client focused support and build effective relationships are key to the success of the role.

Main Responsibilities:
**This is a dual role, with our Executive Assistant Team Leaders expected to deliver EA responsibilities to fee earners in conjunction with the leader aspects of the role. Other key responsibilities include**:
**Management**
- Providing a nurturing environment for EA talent by creating an environment of trust, open communication, creative thinking and cohesive working
- Manage EA MyCareer meetings and performance reviews consistently, benchmarking skills, gathering and delivering feedback and identifying training needs
- Address conduct issues, including absence issues, inappropriate levels of personal calls/internet usage, adherence to dress code, etc
- Undertake or arrange skills enhancement for the team when issues are identified
- Undertake return to work interviews following sickness, maternity or other periods of absence, working with the partners and HR to ensure that phased returns are implemented accordingly
- Manage regular EA meetings, producing agendas and minutes
- Ensuring the firm's policies and procedures are followed, actively suggesting improvements where necessary
- Champion change as directed by the management and business service teams
- Active participation in projects, undertaking testing and providing feedback
- Input into EA training programme, leading training sessions if appropriate
- Participation in training sessions for new software, processes or procedures
- Assist the Legal Admin Services Manager where appropriate
- Be the key point of contact for support departments
- Ensure the department’s BCP lists are kept up to date
- Become a superuser in all IT systems, supporting the team where appropriate

**Work allocations**
- Manage the even distribution of workloads within the EA teams
- Manage fee earner/EA allocations
- Ensure adequate cover at all times
- Manage utilisation of DPU, reprographics, etc, following up on issues if appropriate
- Maintain and manage team rotas and overtime

**Resource management**
- Manage and monitor practice group's holiday, sickness and other absences from the office, escalating issues as appropriate
- Working with the practice group leaders/secretarial partners to establish genuine need for additional resource and prepare appropriate business cases
- Integrate new joiners, providing buddies and mentors

**Organisation**
- Arrange work experience placements and secondments, completing all proforma documentation and obtaining necessary right to work documentation
- Working with Future Talent and HR teams to organise trainee rotations, seats and supervisors (twice yearly)
- Order new and replacement business cards
- Point of contact for Business Service teams

**Inductions/new starters/leavers**
- Arrange introduction to department, DPs and other appropriate business service team members
- Undertake and/or arrange all onboarding and induction training as appropriate
- Ensure leaver process is completed and signed off and files/matters transferred

**Skills, knowledge and experience**
- Strong personal branding, supporting the firm's values at all times
- Highly motivated and equipped with the ability to motivate and inspire team members
- Excellent communication and inter-personal skills (both oral and written)
- Capable of working autonomously but also operating within a team environment
- Strong time management and prioritisation skills
- Proven persuasion, influencing and negotiation skills to include managing conflict
- Facilitate problem solving and collaboration
- Administrative support experience

Attributes/Skills Required:

- Excellent academic background
- Advanced Microsoft Office skills
- Commercial and financial acumen
- A thorough understanding of working in a professional, service driven environment and stakeholder/client/business confidentiality
- Confident and professional manner with the ability to build strong relationship with fee earners and clients
- Excellent communica