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- Tasks: Support senior leadership with diary management, travel arrangements, and operational tasks.
- Company: Join a top international law firm in London with a dynamic work culture.
- Benefits: Enjoy a competitive benefits package, including private medical and lifestyle discounts.
- Why this job: Be part of a fast-paced environment where your organisational skills make a real difference.
- Qualifications: Graduate level education or equivalent experience in a PA or operations role.
- Other info: Flexible working hours and opportunities for professional growth.
The predicted salary is between 36000 - 60000 £ per year.
Owen Reed is looking for an experienced Personal Assistant and Operations Coordinator for a top international law firm in London on a permanent basis. This is an exciting opportunity to support senior leadership within a global facilities and logistics function. The role suits a confident, highly organised and client‑focused individual who thrives in a fast‑paced, varied environment and enjoys working across international offices.
As a Personal Assistant and Operations Coordinator, you will provide high‑level PA and operational support to the Global Head of Facilities & Logistics and the Facilities & Client Services Manager. This role requires strong judgement, discretion and the ability to manage multiple priorities with accuracy and professionalism.
Key Responsibilities:- Managing complex and often international diaries, coordinating meetings across time zones
- Arranging complex travel for senior leadership and supporting wider management travel when required
- Acting as the main point of contact for business travel, working closely with external travel providers
- Processing invoices and expenses, including tracking costs for large‑scale projects
- Preparing presentations, reports and documents using Word, Excel and PowerPoint
- Coordinating logistics for partnership conferences, including flights, hotels and schedules
- Managing insurance renewals and related administration across the firm
- Overseeing company car administration, permits and incident management
- Maintaining intranet content, records and iManage folders for Facilities
- Supporting sustainability and carbon accounting initiatives
- Managing internal records such as first aider and fire warden lists
- Ensuring accurate e‑filing in line with firm policies
- Graduate level education or equivalent professional experience
- Proven experience in a similar PA or operations role, ideally within a legal or professional services environment
- Advanced Microsoft Office skills with strong business writing and numeracy
- Highly organised with exceptional attention to detail
- Calm under pressure, proactive and confident using initiative
- Discreet and trusted with highly confidential information
- Comfortable working in a busy, change‑driven environment
- Working hours: 9:30am – 5:30pm (flexibility required)
- Minimum 4 days per week in the office
- 12‑week probation and notice period
- Competitive flexible benefits package including pension, private medical, gym subsidy, season ticket loan, lifestyle discounts and onsite café
Personal Assistant and Operations Coordinator - Owen Reed in City of London employer: Jobster
Contact Detail:
Jobster Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Personal Assistant and Operations Coordinator - Owen Reed in City of London
✨Tip Number 1
Network like a pro! Reach out to your connections in the industry and let them know you're on the hunt for a Personal Assistant and Operations Coordinator role. You never know who might have the inside scoop on an opportunity or can put in a good word for you.
✨Tip Number 2
Prepare for interviews by researching the company and its culture. Understand what makes Owen Reed tick, especially in the legal sector. Tailor your responses to show how your skills align with their needs, particularly in managing complex diaries and travel arrangements.
✨Tip Number 3
Practice your organisational skills! Create mock scenarios where you have to juggle multiple tasks, like coordinating meetings across time zones or preparing presentations. This will help you feel more confident when discussing your experience during interviews.
✨Tip Number 4
Don't forget to apply through our website! It’s the best way to ensure your application gets noticed. Plus, we love seeing candidates who take the initiative to engage directly with us.
We think you need these skills to ace Personal Assistant and Operations Coordinator - Owen Reed in City of London
Some tips for your application 🫡
Tailor Your CV: Make sure your CV is tailored to the Personal Assistant and Operations Coordinator role. Highlight your experience in managing complex diaries and coordinating travel, as these are key aspects of the job. We want to see how your skills match 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 fast-paced environment. Share specific examples of how you've supported senior leadership and managed multiple priorities with professionalism.
Show Off Your Tech Skills: Since advanced Microsoft Office skills are essential, make sure to mention your proficiency in Word, Excel, and PowerPoint. If you have experience preparing presentations or reports, let us know! We love seeing candidates who can hit the ground running.
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. Plus, it’s super easy!
How to prepare for a job interview at Jobster
✨Know Your Role Inside Out
Before the interview, make sure you thoroughly understand the responsibilities of a Personal Assistant and Operations Coordinator. Familiarise yourself with managing complex diaries, coordinating international travel, and handling sensitive information. This will help you demonstrate your knowledge and show that you're the right fit for the role.
✨Showcase Your Organisational Skills
During the interview, be ready to share specific examples of how you've successfully managed multiple priorities in a fast-paced environment. Discuss any tools or methods you use to stay organised, as this is crucial for the role. Highlighting your attention to detail will also impress the interviewers.
✨Demonstrate Discretion and Professionalism
Since you'll be dealing with confidential information, it's essential to convey your ability to handle sensitive matters with discretion. Share experiences where you've had to maintain confidentiality and demonstrate your professional judgement. This will reassure them that they can trust you in a high-stakes environment.
✨Prepare for Scenario-Based Questions
Expect questions that assess how you'd handle real-life situations, such as scheduling conflicts or last-minute changes in travel plans. Practise your responses to these scenarios, focusing on your problem-solving skills and ability to remain calm under pressure. This will showcase your readiness for the dynamic nature of the role.