At a Glance
- Tasks: Provide high-level admin support to Divisional Heads in a dynamic legal environment.
- Company: Join a leading legal firm with a focus on collaboration and innovation.
- Benefits: Enjoy competitive pay, flexible working options, and opportunities for professional growth.
- Other info: Be part of a supportive team with excellent career advancement potential.
- Why this job: Make a real impact by supporting senior leaders and enhancing operational efficiency.
- Qualifications: Experience as an Executive Assistant, strong organisational skills, and attention to detail.
The predicted salary is between 40000 - 50000 € per year.
Overview
Aligned Division: Two divisions from Built and Natural Environment, Corporate and Commercial Services, Dispute Resolution, Private Client Services.
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. 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 in Oxford employer: Freeths
As an Executive Assistant to Divisional Heads, you will thrive in a dynamic and supportive work environment that prioritises professional growth and collaboration. Our firm offers comprehensive training, a commitment to work-life balance, and the opportunity to engage with diverse legal divisions, ensuring that your contributions are valued and impactful. Join us in a location that fosters innovation and teamwork, where your administrative expertise will play a crucial role in enhancing our operational effectiveness.
StudySmarter Expert Advice🤫
We think this is how you could land Executive Assistant to Divisional Heads in Oxford
✨Tip Number 1
Network like a pro! Reach out to your connections in the legal field and let them know you're on the hunt for an Executive Assistant role. You never know who might have the inside scoop on job openings or can put in a good word for you.
✨Tip Number 2
Nail that interview prep! Research the firm and its divisions thoroughly. Understand their values and how you can contribute to their success. Practise common interview questions, especially around diary management and stakeholder communication, so you can showcase your skills confidently.
✨Tip Number 3
Show off your tech-savvy side! Familiarise yourself with tools like ServiceNow and Microsoft Office. During interviews, mention any experience you have with these platforms, as it shows you're ready to hit the ground running and adapt to their systems.
✨Tip Number 4
Apply through our website! We make it super easy for you to submit your application directly. Plus, it shows you're genuinely interested in joining our team. Don't miss out on the chance to land that dream job!
We think you need these skills to ace Executive Assistant to Divisional Heads in Oxford
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!
Craft a Compelling Cover Letter:Your cover letter is your chance to shine! Use it to explain why you're the perfect fit for this role. Mention specific experiences that demonstrate your organisational skills and ability to handle confidential information. We love a good story!
Show Off Your Tech Skills:Since we’re all about efficiency, make sure to mention your proficiency in Microsoft Office and any experience with platforms like ServiceNow. If you’re keen to learn new tools, let us know! We appreciate a proactive attitude.
Apply Through Our Website:We encourage you to apply through our website for a smoother application process. It helps us keep everything organised and ensures your application gets the attention it deserves. We can’t wait to hear from you!
How to prepare for a job interview at Freeths
✨Know Your Role Inside Out
Before the interview, make sure you thoroughly understand the responsibilities of an Executive Assistant in a legal environment. Familiarise yourself with the key accountabilities listed in the job description, such as diary management and travel coordination. This will help you demonstrate your knowledge and show how your experience aligns with their needs.
✨Showcase Your Organisational Skills
During the interview, be ready to share specific examples of how you've successfully managed complex schedules or handled multiple priorities. Use the STAR method (Situation, Task, Action, Result) to structure your responses, highlighting your exceptional organisational skills and ability to work under pressure.
✨Demonstrate Proactive Communication
Effective communication is key for this role. Prepare to discuss how you've liaised with stakeholders in the past, ensuring smooth operations. You might want to mention any tools or platforms you've used, like ServiceNow, to manage requests and enhance communication flow.
✨Emphasise Your Attention to Detail
As an Executive Assistant, attention to detail is crucial. Bring along samples of your work, such as documents you've drafted or presentations you've created, to showcase your proficiency in formatting and proofreading. This will reinforce your capability to maintain high standards in correspondence and document management.
