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PA to Global Banking Head of HR and COO

  • Location

    City of London

  • Sector:

    Legal PA & Secretarial

  • Job type:

    Permanent

  • Salary:

    £36000 - £38000 per annum

  • Contact:

    Lee Laming

  • Contact email:

    lee@jmlegal.co.uk

  • Job ref:

    LL/PA/GBK_1651575552

  • Published:

    14 days ago

  • Expiry date:

    2022-06-02

  • Consultant:

    Lee Laming

PA to the Global Banking's Head of HR and Chief Operating Officer together with administration support to Global Banking's Practice Manager and Management Team of a leading international law firm in the City.

To be successful in this role the individual must have strong administration skills with the ability to balance competing demands, have strong attention to detail and the ability to think laterally, recognising where tasks may overlap or impact on other members of the wider team. Previous experience within the legal sector is not essential, however professional services experience is essential.

Role and Responsibilities

The PA role consists of:

  • Daily maintenance of diary events and organisation of the day-to-day schedule of team, to include the identification and resolution of potential issues;
  • Coordination of meetings, to include the consideration of and responsibility for ensuring all necessary arrangements are made;
  • Proactive management of Banking Management Team to ensure that they attend meetings on time and with the appropriate documents/presentations;
  • Respond to telephone calls in a professional manner, acting as a filter to manage and control calls
  • Proactive management of emails, voicemails and general post, using initiative to route emails to the appropriate individuals for swift response and action, ensuring that tasks are followed up;
  • Prepare and/or ensure availability of necessary agendas, presentations and meeting papers, including printing and timely distribution;
  • Planning and coordination of comprehensive travel programmes, to include booking flights, hotels, car transfers, and preparation of itineraries and to the appropriate high standard expenditure;
  • Proofread all work to ensure that completed documents are delivered accurately;
  • Assisting in any HR-related duties such as the partner review process, equity progression process and the partnership selection process, helping to assemble documentation and organise meetings as needed;
  • Providing support for the wider Global Banking department by assisting in organising events such as partner conferences;
  • Helping on various admin tasks for the wider Banking Support team, including HR managers and HR specialist;
  • Reporting such as outstanding timesheets;
  • Monitoring weekly movements reports and updating joiners/leavers on distribution lists/our associate training tracker and ensuring matter manager reports are sent for all leavers;
  • Completing timesheets for the department for example for secondments;
  • Liaising with PA's to ensure matter numbers are set up for new client secondments;
  • Administrator for Banking's Business Continuity Plan;
  • Updating intranet with general information to encourage knowledge sharing across Banking groups via SharePoint;
  • Updating the headcount report on a monthly basis;
  • Coding invoices and processing expenses;
  • Overseeing the team staff entertainment budget and organising team social events;
  • Working closely with the PA to the Global Banking Co-Head, providing cover during absence;
  • Working closely with Banking Group Support Specialist, providing cover during absence and support during busy periods.

Person Specification

  • Excellent attention to detail;
  • Solid administration skills;
  • Understand the importance of confidentiality and discretion at all times;
  • Reliable and trustworthy;
  • The ability to prioritise, multi-task and work under pressure;
  • Ability to build a strong network of contacts;
  • First-class organisational skills;
  • Excellent communication skills, both written and verbal;
  • Good numerical skills;
  • A high degree of accuracy;
  • A good knowledge of Word, Excel and PowerPoint;
  • A proactive attitude - the role will vary from week to week and the right candidate will be able to make the role their own and add increased value to the team;
  • A flexible approach - the role will mostly be normal working hours but it may be necessary to do some overtime at times of particular busyness or assist at overnight conferences;

Previous experience within the legal sector is not essential, however professional services experience is essential.