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Management PA - leading City based Law Firm

  • Location

    London

  • Sector:

    Executive Assistant

  • Job type:

    Contract

  • Salary:

    £42000 - £47000 per annum

  • Contact:

    Lee Laming

  • Contact email:

    lee@jmlegal.co.uk

  • Job ref:

    LL/MPA/LL_1633448631

  • Published:

    19 days ago

  • Duration:

    12 months

  • Expiry date:

    2021-11-04

  • Startdate:

    ASAP

  • Consultant:

    Lee Laming

Management PA - on a 12 month contract to work for a leading law firm on the doorstep of Liverpool Street station.

Provide day to day secretarial and administrative support for a team of Directors managing Business Functions departments across the firm including the Director of Client & Strategic Development, the Finance Director, the Director of Development & Culture and the Director of HR.

Key activities/responsibilities

  • Diary management - organise meetings, video and audio conference calls, interviews and associated services such as room bookings and refreshments.
  • Meeting management - collect agenda items, prepare and distribute agendas, take and distribute minutes, follow up on actions.
  • Travel management - arrange flights, accommodation, transfers, VISAs/ESTAs, prepare currency and itineraries, process expenses/credit card statements and currency return.
  • Email management - daily inbox management.
  • Document work - type dictations, prepare correspondence, document amendments, land registry searches, prepare bills and management presentations.
  • Filing, e-filing and archiving - scanning and printing, purchase order requests, field telephone calls and take messages, post and faxes.
  • Assist with the production and distribution of management accounts reports.
  • Provide ad hoc support/holiday cover etc for the Executive Assistant to the Managing Partners and the Executive Assistant to Business Development & Communications Directors.
  • Create weekly financial presentations using Power BI for Finance Director.
  • Create monthly financial reports using Power BI for overseas offices via email.
  • Processing expenses/invoices including corporate credit card statements.
  • Assisting with updating/renewing any global Members/Partnership Agreements.
  • Managing new office/entity/lease project plans.
  • Assisting with ad-hoc internal management projects.
  • Preparing documents, correspondence, brochures and PowerPoint presentations for various events/projects/meetings.
  • Attend events, such as the partnership conference, where necessary to provide administration support.
  • Organising global meetings such as Town Halls, Away Days, annual management offsite, strategy group meetings (to include venues, hotels, catering, equipment, travel etc).
  • Assist the Development & Culture teams with ad hoc tasks and projects.

Skills and experience - essential

  • At least 5 years' experience working as a Personal Assistant at a senior level.
  • Proficient in Outlook, Word, Excel and PowerPoint.
  • Fluent in written and spoken English.
  • At least 60wpm typing speed.
  • Experience working in a professional services environment.

Skills and experience - desired

  • Experience working for an international law firm.

Personal skills/attributes

  • Ability to act with absolute discretion is essential.
  • Ability to learn extremely quickly and hit the ground running.
  • Friendly and professional with a strong service ethic.
  • Strong communication skills; able to interact effectively at all levels; ability to work collaboratively.
  • High level of accuracy and attention to detail.
  • Proactive self-starter, able to juggle multiple tasks and see them through to completion.
  • Robust, able to cope with a demanding environment.