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Personal Assistant to Leadership Team

1 month ago

London UK, UK, United Kingdom Owen Reed Full time

JOB DESCRIPTION


Owen Reed is looking to recruit a passionate and professional PA to join a top law firm in London

If you are a commercially minded individual with a passion for business development and service delivery in a professional services environment, you could be just what we are looking for. This successful candidate will provide administrative support to the BD Director, UK, US & EMEA, the BD Director, Clients, and other members of the UK BD Management Team


Key responsibilities:


The provision of full administrative and secretarial support including:


  • Proactive diary and inbox management, using discretion and business knowledge to prioritise commitments and respond to requests
  • Extensive meeting management ensuring Directors have accurate and timely information prior to meetings and are assisted with the preparation of meeting agendas, presentations or print outs
  • Preparation for meetings including organising meeting rooms, IT arrangements, refreshments, lunches and liaising with visitors
  • Taking minutes as and when required and following up proactively on action points
  • Assisting with a range of reporting which could be financial, D&I, CSR etc.
  • Managing telephone calls, dealing with enquiries, relaying accurate messages, and advising on actions taken as appropriate
  • All administration such as keeping the contacts database up to date, invoicing, expense claims etc
  • Record keeping and filing ensuring all documents (electronic and hard copy) are kept up to date and organised
  • Arranging events, lunches, dinners, and other events including viewing venues and menu planning
  • Maintaining organisational charts
  • Organising and arranging office space and seating arrangements for teams and senior levels when required
  • Processing invoices, expenses for foreign currency and credit card expenses
  • Providing PA assistance to international staff visiting the London Office, arranging their meeting schedules, IT requirements, office / desk space, passes, meeting room bookings
  • Administering holiday and absences for the UK BD Directors and their direct reports in London as and when required
  • Arranging for signatures and authorisation of expense claims / other required signatures
  • Extensive management and coordination of workshops, conferences, team bonding and away days including venue arrangements, liaising with facilitator of events, working to budgets etc
  • Arranging training courses as and when required
  • Other ad hoc tasks as necessary
  • Arranging Complex Travel:
  • Complex travel arrangements, internal / connecting flights, trains, accommodation, car bookings
  • Organising PA support during stay in other offices, IT requirements, office / desk space, passes, meeting room bookings
  • All necessary travel information prepared and presented to the traveller prior to their departure
  • Organising visas where applicable
  • Ordering / returning foreign currency advances for expenses claimed whilst travelling
  • Additional responsibilities:
  • Managing the Firm's PSMG
  • Assisting HR and UK BD Management Teams with performance reviews
  • BD budget management (working with UK BD Directors), including processing invoices and expenses
  • Administering the London BD training programme, including arranging global Teams sessions
  • Maintaining and working to improve the BD intranet pages
  • Maintaining the BD areas in Worksite
  • Managing facts & figures documents, contact documents, disaster recovery contact documents and procedures, collating London holiday charts
  • Supporting secondments including dates, suggesting schedules and meetings, creating itineraries, point of contact for secondees in London
  • Supporting key BD/Marketing initiatives such as client surveys and filming


Qualifications, Skills & Experience:


  • Should have a minimum of 4+ years' experience in a similar PA or Secretarial role, ideally within professional services
  • Typing speed minimum of 65wpm with 98% accuracy.
  • Intermediate to advanced skill level with the Microsoft suite (Outlook, Word, Excel, and PowerPoint).
  • Excellent written and verbal communication skills and telephone manner with a demonstrated ability to building effective and trusting relationships with people internally and external to the firm.
  • Proven high level organisational and time management skills with the ability to think ahead, prioritise workload, respond to and manage changing circumstances and work under pressure to meet deadlines.
  • Attention to detail with high level of accuracy
  • Good judgement and problem-solving ability.
  • Excellent people skills with the ability to influence, persuade and negotiate both internally and externally at all levels.

A positive, proactive approach to injecting enthusiasm and energy into the working environment.