Property and Workplace Executive

This job is with Travers Smith, an inclusive employer and a member of myGwork – the largest global platform for the LGBTQ+ business community.

Travers Smith is a leading full-service law firm, with a wealth of experience in its areas of specialisation. The firm has a market-leading reputation for its international expertise in Asset Management, M&A and Dispute Resolution & Investigations. Clients include asset managers across the alternative asset classes (private equity, venture, credit, infrastructure and real estate), publicly listed and private companies, financial institutions, and other business enterprises involved in large and complex UK and cross-border matters, transactions and disputes. Our purpose is to provide the highest quality of service to our clients whilst enabling our people to achieve professional fulfilment in a supportive, inclusive and enjoyable working environment.

The Property and Workplace function is a dynamic and integral part of the firm's Central Management team, led by the Director of Property and Workplace who reports directly to the Managing Partner. The department comprises five teams of approximately 65 people spanning:

• Workplace Operations
• Client Experience
• Food & Beverage (F&B)
• Health & Safety
• ESG

Following the firm's successful relocation to our outstanding new offices at Stonecutter Court, the department is now focused on embedding operational excellence, refining ways of working and delivering the highest standards across all areas of the function.

This is an exciting and pivotal permanent role for an experienced, versatile and highly organised professional to join the Property and Workplace team as Coordinator/Executive to the Director of Property and Workplace. Acting as a trusted conduit and central point of contact, this role is fundamental in linking the Director with their five teams, ensuring the smooth and efficient flow of information, communications and activity across the department. The successful candidate will provide high-quality PA support, coordinate reporting and communications, and play a key role in keeping the department connected, informed and aligned. This is a role that requires someone who is versatile, diligent, approachable and adaptable - someone who can seamlessly move between supporting at a senior level, coordinating across diverse teams and managing day-to-day administrative requirements with precision and professionalism.

Key Responsibilities

• PA & Executive Support
  • Provide comprehensive PA support to the Director of Property and Workplace, maintaining the highest levels of confidentiality and discretion at all times.
  • Manage the Director's diary effectively, anticipating requirements and ensuring they are well prepared for all meetings and engagements.
  • Draft and manage correspondence, meeting agendas and minutes with minimal supervision.
  • Ensure the Director has all relevant papers and briefings ahead of meetings, often with minimal instruction.
  • Manage expenses and invoices on behalf of the Director.
  • Action and manage emails and inbox as required, forwarding and prioritising as necessary.
  • Arrange travel and logistics as required.
• Reporting & Communications
  • Act as the central conduit for information flowing between the Director and the five Property and Workplace teams.
  • Ensure regular reports are received, collated and presented from all areas within the Director's remit in a timely manner each month.
  • Assist with the preparation of reports and presentations for the Managing Partner, Senior Management Team (SMT), Board and town halls as required.
  • Prepare accurate and visually compelling PowerPoint presentations, adhering to brand guidelines at all times.
  • Draft and coordinate internal communications across the department on behalf of the Director.
• Coordination & Team Liaison
  • Serve as the key link between the Director and the teams of Workplace Operations, Client Experience, F&B, Health & Safety and ESG.
  • Coordinate activities, actions and priorities across all five teams, ensuring alignment with the Director's objectives and the firm's wider strategy.
  • Act as gatekeeper, liaising with relevant stakeholders across the firm in a professional and tactful manner at all times.
  • Quickly develop and maintain strong internal and external networks to facilitate effective collaboration.
  • Assist in arranging internal and external meetings and events as appropriate.
  • Liaise with team managers to coordinate holiday and planned absences, ensuring sufficient cover is always in place.
• Administration
  • Establish and maintain effective and accurate filing systems, ensuring project files and all relevant records are current, accurate and easily accessible.
  • Deal with incoming and outgoing mail and calls professionally and efficiently.
  • Manage contact and relationship data in the firm's CRM system (InterAction), maintaining its accuracy and currency.
  • Demonstrate awareness of issues and challenges affecting the business and bring these to the attention of the Director as appropriate.

Personal Specification - Experience, Knowledge & Skills

We are looking for a highly capable and experienced professional who brings the following qualities and experience:

• Essential Experience & Skills
  • Proven experience in a similar PA, coordinator or executive support role within a fast-paced corporate or professional services environment.
  • Strong organisational skills with a very high degree of accuracy and the ability to prioritise a conflicting and demanding workload.
  • Excellent written and verbal communication skills with experience of liaising with senior stakeholders.
  • Advanced proficiency in Microsoft Word, Outlook, Excel and PowerPoint.
  • Experience of working across multiple disciplines and diverse teams.
  • Ability to work calmly, efficiently and with composure under pressure.
  • Demonstrated ability to manage upwards and support at Director level.
  • Strong interpersonal skills with the ability to build and maintain trusted relationships quickly.
  • High levels of discretion, confidentiality and professional judgement.
  • A proactive self-starter who uses initiative and anticipates needs ahead of time.
• Personal Qualities
  • Versatile - comfortable moving between tasks, teams and priorities with ease.
  • Diligent - thorough, detail-oriented and committed to delivering high quality work.
  • Approachable - a natural relationship builder who people feel comfortable coming to.
  • Adaptable - able to flex and respond positively to changing priorities and demands.

Diversity & Inclusion statement: We value and celebrate the unique backgrounds, perspectives, and experiences of every individual including differences in gender, ethnicity, disability, faith, and more. We're committed to building an inclusive workplace that reflects the diversity of our clients and communities, where everyone feels empowered, respected, and heard. We actively partner with organisations and networks that champion equality and fairness, ensuring our policies and practices uphold these values.

Accessibility statement: If individuals have any accessibility issues when reviewing this document, please notify a member of the Travers Smith HR team so that the document can be provided in your preferred format, such as large print, audio, or braille.

Support and Adjustments for candidates: We are committed to ensuring that people who are disabled or have a long-term condition are empowered in their identity, valued equally, and listened to. If we can adjust the recruitment process to make it more accessible, please let us know.