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Executive Assistant and Department Business Analyst to Chair

Executive Assistant and Department Business Analyst to Chair

  • Location

    City of London

  • Sector:

    Legal PA & Secretarial

  • Job type:

    Permanent

  • Salary:

    45000 - 55000

  • Contact:

    Lee Laming

  • Contact email:

    Lee@jmlegal.co.uk

  • Contact phone:

    02036515779 / 07899955785

  • Job ref:

    LL/EA/AKM

  • Published:

    about 1 month ago

  • Duration:

    Permanent

  • Expiry date:

    2021-09-18

  • Startdate:

    ASAP

  • Consultant:

    ConsultantDrop

3 x ​EXECUTIVE ASSISTANT - Leading award winning law firm !!!

We are recruiting for 3 Executive Assistant's to support the Department Chair and also operate as a Department Business Analyst within the Corporate, Real Estate and IP/Tech/Sports and Betting departments.

The EA is a visible, highly involved and responsible role that enables the Chair to successfully focus on shaping and delivering the departmental strategy. As well as an incredibly high level of organisational skills, the role needs someone with a strong interest in business strategy, management and operations. The person appointed will need to be resourceful and able to deliver a broad portfolio of work, both under their own steam and in close collaboration with others.

Duties and Responsibilities

  • Will develop a good understanding of the department's profile and reach within the Firm and externally, in terms of client strategy, competitors, key challenges and opportunities for growth and development.

  • To act as a key interface between the Chair and other members of the Firm's Board and leadership team, exercising complete discretion when dealing with information of a confidential or commercially sensitive nature.

  • Will play a key role in working with the Chair in scoping and delivering a range of projects, which may require attending meetings on behalf of the Chair and working with others as needed.

  • Will need to develop a good understanding of the Firm's transformation agenda, the various projects underway or planned, the interdependencies between these, and support the Chair in ensuring that relevant information (and any input needed) is shared across the teams.

  • Primary point of contact for the Chair's office, dealing with phone calls, email, correspondence and requests for calls/meetings. Will use good judgement to prioritise requests, but will also respond directly and/or route to the most appropriate people for response as needed.

  • Full calendar management for the Chair, managing a busy and frequently changing schedule. Will promote best use of the Chair's time through effective co-ordination, taking into account business priorities as well as the Chair's working preferences.

  • Ensuring the Chair is fully briefed for all meetings (including Board) by collating required information (and input from others), preparing talking points/notes, taking minutes where needed, and ensuring all follow-up points are clearly communicated, tracked and actioned.

  • Contributing to key documents required by the Chair (e.g. input to reports etc.) through undertaking research and producing high quality, robust written work appropriate for a senior level audience that requires minimal redrafting.

  • Working with the Chair to understand the frequency and detail of management reporting needed, and defining the scope of data. Will pull together data (often from several sources), undertake analysis, identify key points/trends/follow up points, and provide relevant, concise commentary around the numbers.

  • Will support the Chair in ensuring the department's strategic focus is clearly articulated through the department developing a range of materials (newsletters, meetings, town halls etc.) working with Internal Communications specialists as needed.

  • Supporting the Chair and the department leadership team through the planning and arrangement of town halls, department specific events (e.g. summer/winter parties) etc. working with the in-house Events team as required.

  • To partner with senior business specialists (who work closely with the Chair) in areas such as Business Development, Finance, People and Technology to ensure their input is sought in a timely manner for both day-to-day and longer term, project based requirements.

  • Office management and EA assistance for the Chair, and, as needed, other Partners/Legal Directors in the department including maintaining key documents and information such as team charts, business continuity plans/call trees etc.

  • Working collaboratively with the Division Assistant and Legal Operations Leads within the Department.

  • Building strong working relationships with peers and colleagues across different departments.

Skills/Experience

  • Educated to degree level (or qualified through equivalent experience), perhaps with an additional business-related qualification/membership.

  • Previous experience in an involved, responsible role working on a 1:1 level with a senior leader in a fast-moving, commercial environment.

  • Previous experience supporting board/committee members and processes, including end-to-end co-ordination of meetings, minutes, tracking and following through on action points etc.

  • Good understanding of the dynamics and nuances of a partnership. Able to successfully influence, generate consensus and marshal others in pursuit of a shared goal.

  • Commercially minded: able to understand business strategy, priorities and challenges and work with senior leaders and their teams to support them in scoping and implementing short and longer term initiatives that address these.

  • Highly professional and credible in style, yet not overtly corporate. Will be comfortable working in a fluid environment, and will be able to collaborate effectively with people of all levels.

  • Outstanding organisational and time management skills. Able to juggle a heavy workload (including input needed from others) on a varied range of tasks and projects.

  • Strong research and drafting skills: able to assimilate high volumes of information, identify key points and produce high quality written work (emails, briefing papers, presentations, reports etc.) ready for a senior level audience.

  • Comfortable gathering and analysing numerical data to produce meaningful and accurate management information.

  • Strong IT skills (particularly Excel), with the ability to successfully use a range of internal business systems and a willingness to develop own knowledge of these.