At a Glance
- Tasks: Support fee-earners and managers with administrative tasks, diary management, and client interactions.
- Company: Join a leading firm in the Pensions, Employment, and Incentives sector based in London.
- Benefits: Enjoy a full-time role with a collaborative team and opportunities for professional growth.
- Why this job: Perfect for those who thrive in dynamic environments and want to make an impact.
- Qualifications: Must have advanced Microsoft Office skills, excellent communication, and strong organizational abilities.
- Other info: Flexibility in hours may be required; ideal for proactive individuals ready to tackle challenges.
The predicted salary is between 36000 - 60000 £ per year.
ROLE OVERVIEW
We are looking for a proactive and highly competent Executive Assistant (‘EA’) to work as part of a team
within our Pensions, Employment and Incentives Practice Stream based at the firm’s Head Office in London.
The role is to work full-time Monday to Friday, 9.30 a.m. to 5.30 p.m., in the office and alongside a wider
team of six EAs. As with all client-led industries, a degree of flexibility is required. The role will report to
the Stream’s Practice Support Manager (‘PSM’).
The successful candidate will provide professional and client-focused support to an allocation of fee-earners
and managers (including partners, associates, trainees, professional support lawyers and business
managers), undertaking complex tasks and projects, providing transactional support, and playing a critical
role in managing all routine and daily administrative tasks.
This role is an excellent opportunity for someone who is sufficiently experienced to influence stakeholders,
build strong working relationships, and is keen to provide an exceptional service working within a challenging
and demanding environment.
KEY RESPONSIBILITIES
The key responsibilities of this role are set out below and there may be others which are not listed. You may
be required on occasion to work outside our normal working hours of 9:30am to 5:30pm.
• Act as gatekeeper for all fee earners/managers (e.g. take and share messages, manage expectations
of callers, pass queries on to other fee earners/managers on the client team where appropriate).
• Use initiative to manage email accounts and to develop and maintain systems to promote efficiency.
• Build strong relationships with, and develop and maintain a comprehensive knowledge of, clients,
mandates and projects.
• Extensive and proactive diary management (to include understanding fee earner/manager
preferences, highlighting and rectifying clashes, marking holidays/absences where appropriate,
ensuring Outlook invitations are responded to and understanding each fee earner’s/manager’s
priorities for the day).
• 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 all fee-earner business travel via the firm’s Travel Management Company and the online travel
portal, to include keeping fee-earner travel profiles updated, maintaining up-to-date knowledge and
training in relation to the current travel booking policies and procedures, proactively check country
specific safety advice and travel news via the firm’s travel insurance provider’s travel resources
website, and obtain any relevant travel documents (e.g. Visas or ID cards).
• Organise and support events and hospitality, to include managing invitations and RSVPs, arranging
restaurants/venues and any necessary equipment, supporting the preparation and distribution of name
badges, attending events.
• Attend and contribute to team meetings as required and progress action points as appropriate.
• Draft, create, amend and format high quality correspondence, engagement letters, documents,
agendas, reports, presentations, diagrams and spreadsheets.
• Transcribe dictation (BigHand).
• Financial management, to include drafting bills and bill narratives, liaising with the Costs team,
ensuring all fee earner time is closed down and up-to-date, obtaining PO numbers where appropriate
and monitoring WIP.
• Transactional management, to include all file-opening/closing admin, ensuring all activities and duties
adhere to risk and compliance requirements.
• Proactively maintain and update contact information within Outlook and the firm’s Client Relationship
Management system (Dynamics).
• Own and maintain all relevant data, for example in relation to Graduate Recruitment, SRA Renewals,
PI renewal, BD events and client relationships, to include creating and maintaining rolling ‘to-do’ lists
and prompting fee earners/managers as necessary.
• Act as change champions and first-responders, supporting issues and challenges experienced by fee
earners/managers following the introduction of new processes and systems.
• Manage league table submissions.
• Build strong relationships with business services teams and maintain effective and efficient use of
business support services.
• General administrative support, e.g. bundling, indexing, time recording, copying, printing and
scanning.
• Identify and facilitate knowledge sharing within peer group and wider 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.
• Undertake additional ad hoc duties to support the group, as identified by group partners and as
necessary.
CANDIDATE PROFILE
Candidates for this position must have:
• Advanced knowledge of Microsoft Office Suite (in particular Word, Excel and PowerPoint). This role
will demand extensive use of these packages and will also require excellent administrative skills and
experience.
• Excellent audio skills and typing speeds.
• Excellent attention to detail and use of grammar.
• Excellent interpersonal and communication skills and the ability to work well within a team/be a
strong team-player, and to interact at all levels.
• Ability to build strong relationships with internal and external clients.
• Commercial and financial acumen and a solution-focused attitude.
• Accuracy and pride in their work product.
• Collaborative and supportive of the business and its initiatives, and a willingness to get to grips with
new technology, taking the training opportunities provided by the firm.
• The ability to confidently manage and prioritise a varied workflow, and to remain proactive and
flexible at all times.
• The ability to anticipate and identify potential problems and provide innovative solutions.
• Excellent organisational skills, with the ability to multi-task, keep calm under pressure and work to
tight deadlines.
• Experience of working in a diverse team whilst fostering an inclusive team culture.
• Adaptable and open to change and a willingness and confidence to make suggestions for change where
appropriate.
• High level of professionalism and integrity; displaying the highest standard of professional ethics.
You will also be expected to display the attributes set out under the firm’s Key Behaviours for Business
Services staff for this level of role. Below are the most relevant for this role:
• Technical & professional expertise
• Service excellence
• Drive to deliver
• Analysis & judgement
• Communication & influence
• Working with others
• Leading & managing people
• Resilience
Executive Assistant employer: Owen Reed
Contact Detail:
Owen Reed Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Executive Assistant
✨Tip Number 1
Familiarize yourself with the specific tools and software mentioned in the job description, especially Microsoft Office Suite. Being proficient in Word, Excel, and PowerPoint will not only help you stand out but also demonstrate your readiness for the role.
✨Tip Number 2
Showcase your ability to manage multiple tasks and prioritize effectively. Think of examples from your past experiences where you successfully juggled various responsibilities, as this is crucial for an Executive Assistant role.
✨Tip Number 3
Highlight your interpersonal skills and your experience in building strong relationships. This role requires collaboration with various stakeholders, so be prepared to discuss how you've fostered positive working relationships in previous positions.
✨Tip Number 4
Be ready to demonstrate your problem-solving abilities. Think of instances where you identified potential issues and provided innovative solutions, as this will show your proactive approach, which is essential for this position.
We think you need these skills to ace Executive Assistant
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience and skills that align with the responsibilities of the Executive Assistant role. Emphasize your proficiency in Microsoft Office Suite, attention to detail, and ability to manage multiple tasks.
Craft a Compelling Cover Letter: In your cover letter, express your enthusiasm for the position and the firm. Mention specific examples of how you've successfully managed complex tasks or built strong relationships in previous roles, showcasing your proactive approach.
Highlight Interpersonal Skills: Given the importance of communication and relationship-building in this role, make sure to include examples of your interpersonal skills. Discuss how you've effectively collaborated with teams and interacted with clients in past positions.
Proofread Your Application: Before submitting your application, carefully proofread all documents for grammar and spelling errors. Attention to detail is crucial for this role, so ensure your application reflects that quality.
How to prepare for a job interview at Owen Reed
✨Showcase Your Organizational Skills
As an Executive Assistant, your ability to manage multiple tasks and prioritize effectively is crucial. Be prepared to discuss specific examples of how you've successfully organized complex schedules or managed competing priorities in the past.
✨Demonstrate Proactive Problem-Solving
The role requires anticipating potential issues and providing solutions. Share instances where you identified a problem before it escalated and the steps you took to resolve it, highlighting your initiative and critical thinking.
✨Highlight Your Communication Skills
Excellent interpersonal skills are essential for this position. Prepare to discuss how you've built strong relationships with clients and colleagues, and be ready to demonstrate your ability to communicate clearly and effectively during the interview.
✨Familiarize Yourself with the Company Culture
Understanding the firm's values and culture can set you apart. Research the company’s initiatives and be ready to discuss how your personal values align with theirs, showcasing your commitment to service excellence and teamwork.