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Part Time PA - Thursday and Fridays

  • Location

    City of London

  • Sector:

    Legal PA & Secretarial

  • Job type:

    Permanent

  • Salary:

    £43000 - £44500 per annum

  • Contact:

    Lee Laming

  • Contact email:

    lee@jmlegal.co.uk

  • Job ref:

    PT/MOSN_1715868468

  • Published:

    28 days ago

  • Expiry date:

    2024-06-15

  • Startdate:

    ASAP

  • Consultant:

    Lee Laming

Part Time PA (Thurs & Fri) to support the COO, Practice Manager, Senior Group Manager, Head of Finance, Head of HR and two HR Managers.

Role and responsibilities:

  • 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 and support for meetings, to include responsibility for ensuring that the Corporate Support team attend meetings on time and with the appropriate documents/presentations;
  • Proactive management of emails, calls, 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;
  • Providing support for the wider Global Corporate department by assisting in organising events such as partner conferences and seasonal student programmes;
  • Assisting in any HR-related processes such as the partner review process, partnership selection process and counsel promotion process. Helping to assemble documentation and organise meetings as needed;
  • Maintenance of up to date and accurate HR and work allocation reports, such as group lists and movements reports.
  • Assisting the HR team with spreadsheets and presentations for cyclical people initiatives, such as talent meetings, training trackers and the employee engagement survey, MySay;
  • Assisting the Resource Manager and HR team with client secondment and international secondment administration;
  • Working closely with Senior Group Manager to support in day to day administration such as space planning in the department, trainee seat move coordination and maintaining Legal PA group lists;
  • Point of contact in Practice Manager absence and escalating queries promptly;
  • Taking ownership of the virtual filing structures and maintenance for the relevant teams;
  • Responsibility for minute taking at regular and ad hoc meetings as required;
  • Any other ad hoc administrative tasks as necessary for the Corporate Support team.

Key Requirements

  • 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;
  • Excellent 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 e.g. overnight conferences.

You 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 required.