Executive Assistant

Greenfield opportunity to setup shared service Centre from scratchWorking in a great culture with a competitive salary on offer

About Our Client

UK based Firm

Job Description

EA Support

The below activities represent standard EA support tasks for assigned members of staff. The list is not exhaustive and the exact support requirements and preferred working styles will be agreed with the assigned individuals as part of the onboarding process.

Diary &Inbox SupportFull proactive and advanced international calendar management for assigned members of staff, including scheduling calls/meetings, looking ahead and following up as neededEnsuring the assigned members of staff are fully prepared for all client meetings by collating required information (and input from others), preparing background information and notes as needed, supporting the follow-through of action points etc.Inbox management and email filing, basic correspondence and meeting requests (both internally and from clients)Booking desks and meeting rooms for assigned members of staffProcessing expense claims on behalf of assigned members of staffBusiness DevelopmentOrganising business breakfasts, dinners or smaller eventsManaging CRM lists, contact maintenance and logging referrals in Firm's CRM systemsTravelManaging all travel for assigned fee-earners, ensuring that business travel is booked through the Firm's in-house provider. This encompasses both routine and more complex travel arrangements, guaranteeing that fee-earners receive comprehensive itineraries and supporting materials. Additionally, ensuring that business expenses are captured, approved, and processed for payment in accordance with policy.MatterLifecycleSupporting fee-earners in the smooth running of the client/matter lifecycle, following documented procedures, ensuring all required information/documentation is obtained, issued and correctly stored on the Firm's systems.Developing a strong working knowledge of the Firm's billing systems in order to support the fee-earners in being able to prepare and issue timely and accurate bills and financial updates for clients.Ensuring all documents are maintained and filed in line with the Firm's electronic and hard copy filing protocols.Providing support with ad-hoc tasks as needed

Business Admin support

In addition to the 1:1 support tasks listed above, a Virtual EA may also be asked to perform wider ad hoc support for the firm as outlined below. These tasks would typically be delegated by London-based EAs and/or the central Business Admin Unit and will be shared out amongst the Virtual EA team by way of a ticketing system.

It is imperative that the Virtual EA engages with the ticketing and task management system throughout the duration of the task in a professional and timely manner, including accepting the instruction as well as communicating estimated turnaround times and delays back to the requestor.

Key Business Admin support responsibilities include:

Booking basic lunches and events, ordering gifts/flowers as instructedBilling support - supporting EA's with various billing and WIP management tasks, adhering to the firm's processes and protocolsFiling support - ensuring all documents are maintained and filed in line with the Firm's electronic filing protocols and as per instructions receivedAdministration and maintenance of HighQ Collaborate matter sites and client portalsWider support with expense claims, travel bookings, desk and meeting room bookings, electronic filing etc. as outlined above

Collaboration (where applicable)

Working closely with London EAs and central Business Admin Unit staff, as well as internal document/presentation experts in the Document Production Unit (for specialist tasks, such as the preparation of documents, pitch/presentation materials etc.)Liaising with other internal departments, such as the Billing team and Risk & Compliance, to obtain specialist input as needed, taking ownership of issues and following up where appropriate

The Successful Applicant

Postgraduate degree & 5+ years of experience in a EA role assisting a teamPrevious experience gained in a EA role supporting a team in a Global Capability Centre (GCC) environmentStrong time management skills - will need to juggle a number of tasks at any given time, plan ahead, and have the ability to respond positively and willingly to re-prioritize and adapt to changes in requirementsPrevious experience managing calendars internationally for multiple individuals, with the ability to apply judgement and common sense to ensure the best use of people's time, and that any potential diary clashes are pro-actively identified and addressedExcellent attention to detail, with the ability to deliver work to a consistently high standard of precision (even under pressure) in an environment where accuracy is prizedOrganized and methodical, and able to operate effectively within structured work processes, in particular with compliance/quality control frameworksWell-developed interpersonal skills, with the ability to work effectively with a range of people and working styles.A strong team player - willing to take on work for additional members of staff and/or help with other tasks as needed in order to meet the needs of the businessExcellent English language skills, and the ability to communicate effectively, with warmth and professionalism, to clients and colleagues both orally and in writing, including drafting business emails/correspondenceHigh levels of discretion, with the ability to deal effectively with sensitive or confidential informationPrevious experience using bespoke in-house systems ( client contact databases, matter management systems, billing systems, ticketing and task management system etc.)

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