Executive Assistant

Type

Permanent - Full Time

Location

London

Job Role

Business Services



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What are we looking for?

We are looking to recruit an enthusiastic, team focussed and self-motivated Executive Assistant to work in the Executive Assistant Team providing support to the firm's senior management team to include the CEO, COO, International Finance Director, International Risk & Compliance Director, and Head of Partnership Tax. The person in this role will work closely with another Executive Assistant and supervise and delegate to a PA in the team. This is an exciting role for a good communicator with a high level of interpersonal skills, required to liaise with people across offices in US,EU and Asia. The ideal candidate will be a self-starter,who is very organised with excellent attention to detail and thrives in a pressurised and fast paced environment.

Areas of focus and responsibilities

  • Dealing with confidential issues in a responsible way.
  • Extensive and often complex diary management; coordinating meetings to best utilise time, managing diary conflicts and preparing any necessary documentation in advance.
  • Produce accurate, high quality typed work on confidential matters(to the Standardisation requirements) from audio and script work, using any of the software packages and document management systems available on the system. Delegating typing which is not confidential to Document Production.
  • Responsibility for co-ordination of all administrative and organisational aspects of the EU Finance and International Finance Meetings and Divisional Finance monthly meetings including producing the agenda and distribution of reports.
  • Provide assistance in planning, managing and collating data for various firmwide initiatives.
  • Assisting with co-ordination of all Partner meetings, including production and distribution of ballot papers and electronic votes, production and distribution of the Global Proxy List, circulating memos and minutes, and overseeing meeting room and vc requirements.
  • Assist with scheduling quarterly Partnership Board meetings as well as monthly meetings of Global Senior Management Team, including the collation and distribution of confidential paperwork.
  • Provide effective mailbox management and maintenance of all electronic mail, including flagging up of any mail or issues that need attention and on occasion responding to email correspondence.
  • Complex travel arrangements working across numerous time zones including: producing detailed itineraries, anticipating any additional requirements and obtaining visas if required, keeping HR informed of movements.
  • Liaison between HSBC and Senior Partners.
  • Assisting Partners in all administrative aspects of partner capital funding. 
  • Management and maintenance of all filing and e-filing of company secretarial documents.
  • All organisational and administrative aspects relating to the Partnership Board, including producing and distributing of agenda and minutes, and from time to time involvement with travel arrangements.
  • Assisting with the production of the firm’s annual budget and business plan
  • Producing budget presentations and packs for circulation to the Partnership.
  • Provide PA support to the Chairperson on an ad hoc basis.
  • Act as liaison point for Partners on a daily basis and take full responsibility for getting queries resolved.
  • Provide assistance with organising potential Partner candidate interviews with HR and Divisional Operating Officers.
  • Update Management and Partner sections of the firm's intranet system.
  • Assist with managing all organisational aspects of the Global Partner appraisal process including: scheduling all EU/APAC/US Partner appraisals, distributing paperwork, creating spreadsheets, booking meeting rooms and collating paperwork.  Ensure appraisal paperwork is ready for distribution to Remuneration Committee and arrange follow-up interviews.
  • General secretarial duties such as answering calls from clients and assisting them in resolving any queries, opening of post, processing expenses using Chrome River, filing and e-filing, scanning, drafting complex correspondence, spread sheets and PowerPoint presentations.
  • Carry out advanced internet research to provide detailed information regarding clients and companies and analyse material.
  • Maintaining records in SelectHR for Directors in the Finance and Risk Departments – liaising with the CEO regarding Directors holiday, sickness arrangements for seasonal holiday cover.
  • Capable of solving most of own day-to-day IT queries e.g. printer queries, standardisation formats, etc.
  • Able to identify own skills development needs, and seek up-grading training on a continuous development basis.
  • Delegating tasks to PA where appropriate.
  • Applications used: Outlook, Mimecast, Microsoft Word, Filesite, Bighand, Interaction, Powerpoint, Excel, Chrome River.

Qualifications required and experience in sector

  • Educated to GCSE standard - Maths and English (minimum).
  • Advanced Microsoft Office skills and strong evidence of business writing and numeracy skills
  • Must have worked at a PA level in a financial/professional services environment for a minimum of 3 years. 
  • Typing speed - accurate and minimum 65 words per minute.

Skills and attributes

  • Passionate and enthusiastic about providing exceptional client service.
  • The integrity to handle highly confidential information appropriately.
  • Exceptional organisational skills and enjoy paying attention to detail.
  • Calm and not easily ruffled with an easy going personality.
  • Have the ability to use own initiative to adapt, and think laterally
  • Demonstrable team player, with flexible attitude and approach to work and work colleagues.
  • Self-motivated and goal focussed, you will enjoy change and variety, and thrive under pressure.
  • Technically competent, but more importantly can adapt, think laterally and where needed apply software to produce the desired documents / outcomes.
  • Good communicator with high levels of interpersonal skills.

The Essentials

  • 9.30am to 5.30pm but flexibility is a must.
  • 12 week probation period
  • 12 week notice period
  • Flexible benefits package including pension, private medical, season ticket loan, subsidised gym memberships, lifestyle discount scheme, on site café and more

About Withersworldwide

A law firm focused on people and collaboration. For the past 125 years, Withers has supported some of the world's most remarkable people and organisations at defining moments in their lives. We are the only international law firm focused on successful individuals and private capital, working closely with founders, investors and family offices. We also advise governments, charities, global brands and start-ups of all shapes and sizes. Many of our clients are shaping the future and creating solutions to tackle many of the world's problems.  It makes for a fascinating and challenging practice. Our role is to get to know each individual client, find out where they want to be, and help them to get there – whether they are building a business, looking after their family, involved in a complex dispute or protecting their finances for the future. To meet their unique needs we are exceptionally collaborative, working together across teams and time zones. We are agile, focusing on strategy rather than rigid ideas and traditional hierarchy. It is a truly flexible working culture that puts people first. Join us to be part of a team that is always looking to the future. Where initiative, big ideas and bold moves are always encouraged. Where you can truly be yourself.

 

Information for Recruitment Agencies

Withersworldwide endeavours to recruit and fill vacancies directly. However, when we do need to engage with agencies, Withersworldwide operates a preferred supplier list and will not be accepting unsolicited applications from non-PSL agencies for this role.

Equal Opportunities Employment Statement

It is the policy of Withersworldwide to provide equal opportunities for all employees in relation to recruitment, training and promotion.  Decisions in these areas will be made only by reference to the requirements of the job and shall not be influenced by any consideration of ethnic origin, religion, sex, age, sexual orientation or disability.



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