Senior Legal Secretary Assistant

Owen Reed is looking to recruit a motivated Executive Assistant to permanently join the Business Development Department.

The key responsibilities of this role are set out below, and there may be others which are not listed. You may occasionally be required to work outside our regular hours of 9:30 am to 5:30 pm.

• Act as gatekeeper principally for the Chief Commercial Officer and the Director of Pricing and Head of Content (e.g., take and share messages, manage callers' expectations, and pass queries on to other key stakeholders where appropriate). Other Heads may also require support from time to time.
• Use initiative to manage email accounts and to develop and maintain systems to promote efficiency.
• Build strong relationships with partners and key stakeholders and develop and maintain a comprehensive knowledge of the CCO and team priorities.
• Get to know and understand the wider BD team and individual's needs, in particular the BD leadership team, about access to and time with the CCO.
• Extensive and proactive diary management (to include understanding stakeholder preferences, highlighting and rectifying clashes, marking holidays/absences where appropriate, ensuring Outlook invitations are responded to, understanding the priorities for the day and helping to manage the time to best effect).
• Organise internal and external meetings, including all ancillary arrangements (e.g., book meeting rooms and refreshments, prepare itineraries, arrange currency and technical support, and proactively prepare any necessary document packs).
• Arrange travel via the firm's Travel Management Company and the online travel portal, including keeping travel profiles updated, maintaining up-to-date knowledge and training about the current travel booking policies and procedures, proactively checking country-specific safety advice and travel news via the firm's travel insurance provider's travel resources website, and obtaining any relevant travel documents (e.g., Visas or ID cards).
• Attend and contribute to team meetings as required and progress action points as appropriate.
• Draft, create, amend and format high-quality correspondence, documents, agendas, reports, presentations, diagrams and spreadsheets.
• Transactional management, including all file-opening/closing admin, ensuring all activities and duties adhere to risk and compliance requirements.
• Act as a change champion and first responder, supporting issues and challenges experienced by the CCO following the introduction of new processes and systems.
• Create and maintain rolling 'to-do' lists and prompt/drive forward as necessary.
• Build strong relationships with business services teams and maintain effective and efficient use of business support services.
• General administrative support, e.g., invoice management, copying, printing and scanning.
• Identify and facilitate knowledge sharing within a peer group and broader team and provide team support to cover absences and during times of increased workflow.
• Maintain a comprehensive knowledge of, and ensure compliance with, quality standards and the firm's policies in general.
• Organise and support events and hospitality, including managing invitations and RSVPs, arranging restaurants/venues and any necessary equipment, supporting the preparation and distribution of name badges and attending events, as may be required occasionally.
• Work closely with other EA support in the wider BD team and the team supporting the firm's management.
• Undertake additional ad hoc duties to support the CCO as necessary.

Candidates for this position must have:

• Excellent administrative skills, to include advanced knowledge of Microsoft Office Suite (mainly Outlook, Word, Excel and PowerPoint.
• Experience of a partnership environment is advantageous.
• Excellent attention to detail and use of grammar.
• Excellent interpersonal skills and the ability to build and maintain strong relationships with individuals at all levels.
• Ability to work well within a team/be a strong team player.
• Commercial and financial acumen and a solution-focused attitude.
• Collaborative and supportive of the business and its initiatives, and a willingness to get to grips with new technology, leading by example.
• Ability to confidently manage and prioritise a busy and varied workflow, always remain calm under pressure and be proactive and flexible to meet deadlines.
• Ability to maintain a professional demeanour in all situations, demonstrate the ability to work independently and with limited guidance, and exercise judgment.
• Ability to anticipate and identify potential problems and provide innovative solutions.
• Experience working in a diverse team whilst fostering an inclusive team culture.
• Adaptable, open to change, and willing and confident to make suggestions for change where appropriate.
• High level of professionalism and integrity, displaying the highest standard of professional ethics.