At a Glance
- Tasks: Provide high-level administrative support to Divisional Heads in a dynamic legal environment.
- Company: Join Freeths, a leading firm known for its collaborative and innovative culture.
- Benefits: Enjoy competitive rewards, recognition for your hard work, and excellent career development opportunities.
- Other info: Be part of a team that values success, collaboration, and professional growth.
- Why this job: Make a real impact by supporting senior professionals and enhancing operational efficiency.
- Qualifications: Experience as an Executive Assistant, strong organisational skills, and proficiency in Microsoft Office.
The predicted salary is between 35000 - 45000 £ per year.
Job Purpose:The Executive Assistant (Divisionally Aligned) provides comprehensive, high-level, and proactive administrative support to the Divisional Heads within two specific legal divisions. This role is crucial in enabling the Divisional Heads to focus on client work by efficiently managing their administrative needs, ensuring seamless operations, and contributing to the overall effectiveness of the division and the firm. The Executive Assistant will operate within the firm's new national administrative framework, leveraging standardised processes and technology.
Key Accountabilities:
- Proactive Diary & Inbox Management: Proactively manage complex diaries, scheduling internal and external meetings, appointments, and conference calls, anticipating potential conflicts and resolving them efficiently. Monitor and manage email inboxes for assigned individuals, prioritising communications, drafting responses, and flagging urgent matters. Resolve diary conflicts through active stakeholder engagement and negotiation, applying judgment to reprioritise commitments in line with business and client priorities.
- Travel & Logistics Coordination: Coordinate all aspects of national and international travel arrangements, including flights, accommodation, ground transportation, and detailed itineraries. Process expense claims accurately and in a timely manner, ensuring compliance with firm policies.
- Meeting & Event Support: Organise and prepare for meetings, including booking appropriate venues (physical or virtual), arranging catering, preparing agendas, collating and distributing meeting materials, and taking minutes where required. Provide administrative support for divisional events, client functions, or internal workshops.
- Correspondence & Document Management: Draft, proofread, and format correspondence, presentations, reports, and other documents to a high standard, ensuring accuracy and adherence to firm branding and style guidelines. Manage physical and electronic filing systems, ensuring documents are organised, accessible, and compliant with firm policies and data protection regulations.
- Stakeholder Liaison & Communication: Act as a professional and discreet point of contact for internal and external stakeholders, including clients, other Partners, and firm leadership. Facilitate effective communication flow within the division and with other departments.
- Administrative Process Adherence & Technology Utilisation: Adhere strictly to firm-wide administrative processes, policies, and procedures, including those related to document management, data security, and confidentiality. Utilise the firm's ServiceNow platform for logging and managing administrative requests, ensuring transparency and efficient workflow. Actively participate in the adoption of new administrative tools and technologies to enhance efficiency and service delivery.
- Divisional Support & Collaboration: Develop a deep understanding of the practice areas, clients, and priorities within the divisions to provide tailored and proactive support. Collaborate effectively with other Executive Assistants, Legal Departmental Support Executives, and other Legal Administrative Services teams to ensure seamless support delivery and share best practices.
Skills and Experience:
- Proven experience as an Executive Assistant or Personal Assistant supporting senior professionals, preferably within a legal or professional services environment.
- Exceptional organisational and time management skills, with the ability to manage multiple priorities, anticipate needs, and work effectively under pressure.
- Advanced proficiency in Microsoft Office and experience with complex diary management.
- Strong written and verbal communication skills, with impeccable grammar, spelling, and attention to detail.
- Discreet, professional, and able to handle highly confidential information with integrity and sensitivity.
- Proactive, self-motivated, and able to work both independently and as part of a collaborative team.
- Experience with travel coordination and expense management.
- Familiarity with ServiceNow or similar service request management platforms is desirable, or a strong willingness to learn.
- A client-focused and service-oriented approach.
Executive Assistant to Divisional Heads employer: Freeths LLP
Freeths is an exceptional employer that values collaboration and recognition, offering a supportive work culture where your contributions are celebrated. As an Executive Assistant, you will benefit from comprehensive training and development opportunities, ensuring your professional growth while working in a dynamic environment that prioritises client service and operational excellence. Located in a vibrant area, Freeths provides a stimulating atmosphere that fosters innovation and teamwork, making it an ideal place for those seeking meaningful and rewarding employment.
StudySmarter Expert Advice🤫
We think this is how you could land Executive Assistant to Divisional Heads
✨Tip Number 1
Get to know the company inside out! Research their values, recent projects, and team structure. This will help you tailor your conversations and show that you're genuinely interested in being part of their team.
✨Tip Number 2
Network like a pro! Reach out to current or former employees on LinkedIn. Ask them about their experiences and any tips they might have for landing the role. Plus, it could give you an inside edge!
✨Tip Number 3
Prepare for the interview by practising common questions and scenarios related to the Executive Assistant role. Think about how you would handle diary conflicts or manage travel logistics, and be ready to share your strategies.
✨Tip Number 4
Don't forget to apply through our website! It’s the best way to ensure your application gets seen by the right people. Plus, it shows you’re serious about joining our awesome team at Freeths!
We think you need these skills to ace Executive Assistant to Divisional Heads
Some tips for your application 🫡
Tailor Your CV:Make sure your CV is tailored to the Executive Assistant role. Highlight your experience in managing diaries, coordinating travel, and supporting senior professionals. We want to see how your skills align with what we're looking for!
Showcase Your Communication Skills:Since strong written and verbal communication is key for this role, ensure your application is clear and well-structured. Use proper grammar and spelling, and maybe even include a brief example of your communication prowess.
Be Proactive in Your Cover Letter:In your cover letter, demonstrate your proactive approach. Share specific instances where you anticipated needs or resolved conflicts efficiently. This will show us that you’re ready to hit the ground running!
Apply Through Our Website:Don’t forget to apply through our website! It’s the best way for us to receive your application and ensures you’re considered for the role. Plus, it shows you’re keen on joining our team at Freeths!
How to prepare for a job interview at Freeths LLP
✨Master the Diary Management Game
Since this role involves complex diary management, be prepared to discuss your strategies for prioritising and resolving scheduling conflicts. Think of examples where you've successfully managed multiple appointments and how you ensured smooth operations.
✨Show Off Your Communication Skills
Strong written and verbal communication is key for this position. Bring along samples of your correspondence or reports, and be ready to explain how you ensure clarity and professionalism in your communications, especially when dealing with confidential information.
✨Demonstrate Your Tech Savvy
Familiarity with tools like ServiceNow can set you apart. If you have experience with similar platforms, share specific instances where technology helped streamline your administrative tasks. If not, express your eagerness to learn and adapt to new systems.
✨Be Proactive and Client-Focused
This role requires a proactive approach to support. Prepare to discuss how you've anticipated the needs of senior professionals in the past and how you prioritise client satisfaction in your work. Highlight any experiences where your initiative made a significant impact.
