At a Glance
- Tasks: Provide high-level administrative support to Divisional Heads, managing diaries and coordinating travel.
- Company: Join a leading legal firm with a focus on innovation and teamwork.
- Benefits: Competitive salary, professional development, and a dynamic work environment.
- Other info: Opportunity for career growth in a supportive and collaborative atmosphere.
- Why this job: Be the backbone of a successful team, making a real impact in a fast-paced setting.
- Qualifications: Experience as an Executive Assistant, strong organisational skills, and proficiency in Microsoft Office.
The predicted salary is between 30000 - 40000 £ per year.
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.
- 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.
Executive Assistant (Private Client) in London employer: Freeths LLP
Freeths is an exceptional employer, offering a dynamic work environment where Executive Assistants can thrive in supporting senior professionals within the legal sector. With a strong emphasis on employee growth and development, the firm provides comprehensive training and opportunities for advancement, all while fostering a collaborative and inclusive culture. Located in vibrant cities such as Nottingham, Leeds, and Oxford, employees enjoy a balanced work-life experience alongside competitive benefits and a commitment to innovation in administrative practices.
StudySmarter Expert Advice🤫
We think this is how you could land Executive Assistant (Private Client) in London
✨Join HR Networks
Get involved in HR-specific communities, like the Chartered Institute of Personnel and Development (CIPD) and local HR meetups. This is a fantastic way to connect with industry professionals and learn about job openings before they even hit job boards!
✨Make Your Presence Known
Attend HR conferences and workshops in your area to network with potential employers. Don't be shy—introduce yourself, exchange business cards, and let them know you're keen on a full-time role in HR. Who knows, you might just land a friendly face at Freeths LLP!
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If you’re a recent grad or still in uni, tap into your career services and alumni network. Many universities have connections with companies looking for HR talent, so get those leads and apply through our website for a smoother application process.
✨Showcase Your HR Passion
Create content around HR topics you’re passionate about, like employee engagement or diversity initiatives. Share articles or insights on LinkedIn to demonstrate your knowledge and get noticed by recruiters. It’s a subtle yet effective way to show you’re the right fit for a full-time role at Freeths LLP.
We think you need these skills to ace Executive Assistant (Private Client) in London
Some tips for your application 🫡
Show Off Your HR Skills:When you’re crafting your CV, make sure you highlight specific HR skills that are relevant to the role at Freeths LLP. Include any experience with recruitment processes, employee relations, or performance management, and don’t forget to mention your familiarity with HR software or tools that could give you an edge.
Tailor Your Cover Letter:Your cover letter is your chance to shine, so tailor it to Freeths LLP and the specific HR role. Highlight your passion for people management and how your unique approach can help foster a positive workplace culture. Be sure to sprinkle in examples from your past experiences that illustrate your problem-solving abilities and interpersonal skills.
Include Relevant Certifications:If you’ve got any HR certifications or relevant training under your belt, be sure to showcase them! These qualifications can really set you apart from other candidates when applying for this full-time HR position at Freeths LLP. List them prominently on your CV to catch the hiring manager's eye.
Align with Company Culture:Make sure your application speaks to Freeths LLP's values and culture. Research the company and align your experiences or values with what they stand for. This will show them that you're not only a fit for the role but also for the overall vibe of the team and organisation.
How to prepare for a job interview at Freeths LLP
✨Brush Up on HR Best Practices
As you're diving into human resources, it’s crucial to be well-versed in the latest HR practices and legislation. Get familiar with key topics like employee engagement, talent acquisition, and diversity initiatives, as these could easily pop up in your interview with Freeths LLP.
✨Know Your Recruitment Tools
Most HR roles involve using various recruitment tools and ATS (Applicant Tracking Systems). Make sure you can comfortably discuss platforms like Workday or Greenhouse. If you've had direct experience, share those examples; if not, show your eagerness to learn!
✨Highlight Your People Skills
A full-time HR role at Freeths LLP will require strong interpersonal skills. Prepare to share stories that demonstrate how you’ve successfully navigated conflicts or supported team members in past experiences. Authenticity goes a long way in this field.
✨Stay Current with HR Trends
Being up to speed with current HR trends, like remote working protocols or mental health initiatives, can set you apart. Be ready to discuss how these trends could impact Freeths LLP and how you would contribute to adapting HR strategies.
