Management Board Executive Assistant And Partnership Secretary

We are on the lookout for an exceptionally driven and skilled individual to take on the pivotal role of Management BoardExecutive Assistant and Partnership Secretary. This is a unique opportunity to be at the forefront of a prestigious law firm in London, where your expertise and dedication will be instrumental in shaping the success of our leadership and Partnership dynamics.
About the company
We advise individuals, families, businesses, financial services, educational and not-for-profit organisations on every aspect of the law, wherever the need arises. From our offices in London we work with trusted professionals around the world to deliver a seamless international service.
Our clients present us with complex and varied challenges. Whether that's a complicated family trust issue, a multinational corporate transaction, or an emerging threat to their reputation, they need clear thinkers who can advise on the best solutions, fast thinkers when speed is of the essence and agile thinkers who can produce a fresh approach to get the job done. That's why they choose us.
Our clients value our in-depth knowledge, technical excellence and diversity of disciplines. But what really binds our long-standing relationships with them is our approach: pragmatic, plain speaking and always steadfast in our values, which we hold dear. Values which mean we gain our clients' trust, always strive to do the right thing, and aim for the best results for them.
Superb client service sits at the heart of everything we do. We are modern lawyers with timeless values.
Scope
To support the Management Board by providing comprehensive and efficient administration and secretarial support for all Management Board matters.
Responsibilities

• Maintaining a running list of potential agenda topics aligned to the Board's calendar of meetings and collating and preparing information for meetings, both internal and external.
• Producing and circulating agendas and supporting papers
• Minuting, refining/finalising and circulating minutes and action points for Management Board, Departmental Managing Partners, Equity Partners and other committee meetings
• Maintaining records of discussion and decisions made by the Board; maintaining hard copy and electronic files
• Assisting with discrete assignments that arise as a result of Board initiatives
• Maintaining and updating firm-wide diaries/calendars, particularly the central diary of Board meetings.
• Efficiently working with the Management Board's Practice Assistants to ensure diaries are accurate and up-to-date at all times
• Maintaining “Who is doing what in the firm” and internal appointments held in Iris Cascade
• Assisting the CFO in requesting and obtaining annual subscriptions for the Legal Finance Forum
• Preparing presentation slides and materials for meetings and presentations as required
• Establishing and maintaining the correct and safe filing of Management Board documents into the Firm's document management system
• Assisting the Board in maintaining the Membership Agreement and other Partnership records in their role as Partnership Secretary
• Preparing and circulating resolutions to the Equity and Partnership and recording the votes submitted
• Supporting the CFO where required with arranging and providing administrative support for the
• Annual General Meetings of the LLP and for other partner meetings in their role as Partnership Secretary
• Assisting in the organisation of the annual Partners’ Conference and Fee Earners’ Conference, liaising with Knowledge and Learning and Williams Lea, where required
• Assisting the Remuneration Committee in managing the annual Equity Partner Appraisal and Equity
• Review process and providing administrative support to ensure deadlines and timetables are met
• Supporting the Risk Team and the Chair of the Risk Management Committee; maintaining the firm’s
• Risk Register; and managing the Riliance Register system
• Supporting the firm’s Complaints Officer and maintaining the firm’s register of complaints
• Liaising with the Trustees of the firm’s Charitable Trust, attending their meetings, setting up payments, preparing the annual accounts, obtaining EP donations and applying for gift aid, uploading the accounts and annual return to the Charities Commission
• Providing support to the IT Director in preparing agendas for the IT Steering Committee, attending their meetings and taking minutes
• Serving as a central point of contact for queries to the Management Board. Dealing with highly sensitive and confidential information, particularly regarding Partners, their development and earnings, in a discreet, confidential and impartial manner

Skills and Experience

• Previous PA and secretarial experience at a senior level, ideally in professional services
• Proficient in carrying out general PA tasks including audio and copy typing, e-filing, document production and minute taking to a high standard of accuracy and to deadline
• Excellent oral and written communication skills
• Excellent organisational skills
• Proactive and motivated approach to work
• Excellent attention to detail
• Able to maintain strict confidentiality at all times
• Advanced knowledge of Word, Outlook, Excel and PowerPoint and document management systems

Person Specification

• Ability to work unsupervised and under own initiative, changing priorities to meet demands within the workplace
• A high standard of accuracy, presentation and attention to detail is essential
• Proactive and positive approach to problem solving
• Excellent communication skills at all levels; confident with a practical/common sense approach and a mature attitude towards work
• Prioritisation and organisational skills are essential as well as a proactive approach to work and use of initiative
• Ability to deal with individuals at all levels in relation to highly confidential matters
• Determination, diplomacy, discretion and tact as well as a strong sense of personal pride and responsibility for delivering a first-class service
• Willingness to adapt as the role develops
• Ability to work to tight deadlines and remain calm under pressure
• Good at forming and maintaining relationships
• Flexible attitude when required to work outside normal working hours

Special aspects
Happy to talk about flexible working. The firm is able to consider applications from full-time applicants and may also be able to consider applicants looking for a work pattern of 0.8 or above. However, given the nature of the role, there will be a need to be flexible on days and hours for essential meetings, for example, EP meetings (currently monthly on Fridays) or Quarterlies, which fall on a certain day of the month. There is also a periodic need to work beyond 5.30 pm, for example at Board meetings and some Quarterlies. Flexible working patterns will be considered within the firm’s agile working framework which embraces home working but will require employees to spend a minimum number of days each week in the London office.