Executive Assistant

The Role:

This is a new position created as a result of rapid growth in the business and the individual will be responsible for a wide range of administrative, clerical and document processing services.  The candidate should also be flexible to work overtime as needed.

Responsibilities:

• Serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Shareholder
• Extensive mailbox management including reviewing high volume of incoming emails (prioritises email to review, deletes and responds to queries, drafting emails ready to send) and filing emails
• Extensive calendar management. Frequent review of diary with Shareholder to discuss travel, meetings, and what materials are needed. Update diary with deadlines and adjusts as deadlines are modified
• Arranges client meetings and schedules conference calls in multiple time zones
• Attends and takes notes, creates agendas and minutes of certain meetings
• Booking taxis and venues for drinks, lunch and dinner, including when travelling and preparing complex travel itineraries
• Reconciles bank statements and claiming expenses when needed, and entering time for Shareholder in timely manner
• Performs and researches conflict checks on new clients and opens matters
• Drafts/proofreads/revises correspondence, engagement letters and other legal documents
• Acting as in-house credit controller chasing up clients to pay invoices and liaising with accounts department in relation to all billing enquiries
• Working with the marketing team to assist with chambers submissions, pitches and proposals, social media posts, BD training for team
• Purchasing gifts for clients in various countries
• General office administration including printing, sending post and couriers and maintaining electronic and paper filings
• General document production and word processing
• Follows-up with team members on workflow and deadlines
• Works closely and effectively with other department members to successfully complete projects
• Reviewing Shareholder WIP and trust matters
• Handling sensitive and personal information regarding the shareholder
• Personal assistant tasks
• Providing support/cover for the legal secretary team within practice group when required
• Assists with other department activities as needed, and performs additional duties and responsibilities as assigned related to practice management

Experience, Skills and personal attributes:

• Experienced Legal Secretary or Executive Assistant in a professional environment, preferably a law firm
• Excellent writing and communications skills.
• Outstanding interpersonal and communication skills, both written and oral, with the ability to interact with people at all levels.
• Ability to demonstrate a flexible and hands-on attitude, responding effectively to rapidly changing circumstances.
• Excellent team player and strong interpersonal skills.
• Excellent IT skills with the ability to learn new software applications quickly
• High level of proficiency using Microsoft Office (Outlook, Word, Excel, and PowerPoint).
• Demonstrate a positive and can do attitude and be a role model for the team
• Excellent attention to detail and the ability to work well under pressure
• Demonstrate the ability to manage simultaneous workstreams to tight deadlines
• Candidate must be a self-starter who can work independently with minimal supervision
• Flexibility and adaptability in a fast-paced work environment
• Excellent accuracy, attention to detail and follow-through skills.
• Excellent time management and organisational skills.
• Recognise confidential, sensitive, and proprietary information and maintain such information as confidential
• Ability to solve problems and work using initiative.
• Always maintain a customer focused approach.

Qualifications:

Degree or equivalent experience is preferred