Withers
Job title: Personal Assistant and Operations Coordinator
Reports to: The Global Head of Facilities & Logistics and the Facilities & Client Services Manager
Location: London
What are we looking for?
We are looking for a confident, client focussed and forward-thinking Personal Assistant and Operations Coordinator who is highly organised, to provide support to the Global Head of Facilities and Logistics and the Facilities and Client Services Manager.
This is an exciting role for a good communicator with a high level of interpersonal skills, required to liaise with people across all offices. The ideal candidate will be a self-starter, be very organised and accurate with excellent attention to detail and the ability to use their initiative and exercise judgement in challenging situations where required. The role requires a proactive individual who enjoys a busy and varied role.
Areas of focus and responsibilities
- Extensive and often complex diary management; coordinating meetings across various time zones to best utilise time and managing diary conflicts.
- Complex travel arrangements for the Global Head of Facilities and sometimes other members of the management team
- Processing invoices and ad hoc expenses for the London and Cambridge offices, liaising with finance department as appropriate and utilising firm's expense management tool. For large scale projects, coordinating and keeping a track of invoices relating to the work.
- General PA duties to include, PowerPoint presentations, Excel spreadsheets, working on Word documents (mainly editing and proof reading), answering calls, processing expenses and creating surveys.
- Day-to-day point of contact for all business travel related queries. Working with the firm's travel agents, Reed & Mackay, providing support on the firm's booking portal and supporting the global travel leads in the other offices to ensure high service standards.
- Taking the lead on the travel arrangements for the Partnership Conference – liaising with the global travel provider on flight and hotel requirements. Maintaining a list of the partner's movements to be used to ensure the seamless operation of the conference.
- Coordinating the insurance renewal process to include collating the information from other departments within the firm to complete the insurance renewal questionnaires, checking insurance policies when renewal takes place, dealing with administration of insurance throughout the year.
- Organising the administration of the firm's company cars – taxing and insuring vehicles, organising parking permits and penalty charges in relation to company cars and any incidents in relation to them.
- Taking care of the Royal Albert Hall ballot – generating a survey monkey questionnaire on a monthly basis for concert tickets available at the Royal Albert Hall.
- Ensure that the first aider and fire warden lists are kept up to date on the intranet and refresher courses are arranged for first aiders when certificates expire.
- Updating and maintaining the Facilities areas on the intranet.
- Ensuring documents and emails are e-filed appropriately and in line with the firm's e-filing policy.
- Maintaining the Facilities iManage folders.
- Supporting the carbon accounting process for the London office and potentially other offices if needed.
This list of duties and responsibilities is not exhaustive. It is intended to describe the general content of, and requirements for the performance of this job, and as such, the role may also include the undertaking of additional tasks as required.
Qualifications required and experience in sector
- Strong academic background, educated to graduate level or has equivalent professional experience
- Advanced Microsoft Office skills and evidence of business writing and numeracy skills
- Ideally you will have worked in a similar legal environment for a few years, with the ability to use your initiative to pick up unfamiliar work quickly and be proactive
Skills and attributes
- Passionate and enthusiastic about providing an exceptional service
- The ability to stay calm under pressure
- Strong attention to detail
- The integrity to handle highly confidential information appropriately
- Have the ability to use own initiative to adapt, and think laterally
- Self-motivated and goal focussed, you will enjoy change and variety, and thrive under pressure
- Technically advanced in Word, PowerPoint and Excel
The Essentials
- 9.30am to 5.30pm but flexibility is a must
- In-office four days a week
- 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 Withers
Withers has been acting for successful individuals, businesses and institutions for 125 years. We advise clients on their business, personal and philanthropic needs both at home and abroad. In this fast moving and increasingly regulated world the need for integrated and timely advice has never been more urgent. We are recognised as the leading international law firm for successful people. With offices in Europe, Asia, the United States and the Caribbean we provide coverage across the world that other law firms focussed on the individual cannot. We have represented 70% of the Top-100 ‘Sunday Times Rich List’, as well as a significant number of people listed in the US (Forbes) and Asian (Hurun) Rich Lists.
Information for Recruitment Agencies
Withers endeavours to recruit and fill vacancies directly. However, when we do need to engage with agencies, Withers 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 Withers 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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