Executive Assistant, Commercial Real Estate

We have an exciting opportunity for a proactive and highly competent Executive Assistant who can operate successfully in a pressurised and fast-paced environment, to provide client and business focussed secretarial and administrative support to a small group of partners in our Commercial Real Estate team. The individual will need to be able to adapt to different working styles of partners. It will include undertaking complex tasks and projects, providing high-level and flexible organisational support and playing a critical role in working with partners, clients and the department to help support the partners deliver to the highest standard. Reporting to the Secretarial Team Leader, the individual needs to be flexible and adaptable to the changing needs of the business. A degree of flexibility around working hours is expected.

Responsibilities

• Act as a professional and client service focussed ambassador for partners internally and externally.
• Take full ownership of diaries, proactively managing all appointments, meetings and related logistics, working with partners to ensure that their schedules run smoothly.
• Proactively manage diary conflicts and take appropriate action on queries or clashes.
• Manage inboxes responding to emails on behalf of partners, drafting emails appropriately, and highlighting any urgent/important emails that partners need to respond to.
• Demonstrate commercial and financial management understanding by handling complex compliance and billing matters.
• Take full ownership of tasks and manage workload against deadlines and business needs.
• Coordinate the billing process on behalf of the partners, organising WIP and other financial management meetings.
• Take ownership of financial and matter management processes for the team.
• Work in partnership with partners, building highly effective relationships with each of them.
• Arrange regular catch ups with each partner to review their diary and commitments.
• Introduce and implement best practice around key operational processes to enhance partner effectiveness and department performance.
• Attend meetings and take minutes if required and follow up on designated actions.
• Liaise with the Marketing & Business Development team and key contacts, proactively coordinating BD activities.
• Arrange travel requirements, understand individual’s personal preferences and manage all arrangements from start to finish.
• Develop a thorough understanding of the partners’ practice area(s), clients, priorities, and goals.
• Be a role model, work closely with the Secretarial Team Leader, and show a willingness to make suggestions for change where appropriate.
• Build strong relationships internally and externally.

Qualifications / Skills

• Excellent verbal and written communication and interpersonal skills.
• Organised manner with ability to prioritise workload.
• Motivated and pro-active with a ‘can-do’ approach.
• Ability to interact with people at all levels.
• Self-motivated individual with a proactive approach.
• Calm and efficient under pressure.
• Flexible as regards to time and duties.
• Proficient in use of MS Office (specifically Word, Excel and PowerPoint).
• Excellent administration, organisational and prioritisation skills.
• Good attention to detail. Accurate and thorough.

Hours, Reporting & Travel

• Reports to: Secretarial Team Leader
• Hours: 9.30am – 5.30pm (flexibility required).

Equal opportunities

Forsters LLP is an equal opportunities employer and is committed to ensuring an inclusive and accessible hiring experience for everyone. We strive to attract and encourage applications from all candidates regardless of their gender, age, race, nationality, marital status, disability, sex, sexual orientation or religious beliefs. If you require any support or adjustments in the application or hiring process, please let us know.

Why Forsters?

We are renowned for our private wealth and real estate focus, together with our strong corporate and commercial and dispute resolution teams. We work alongside individuals, families and businesses across a wide range of complex matters and situations.