ROLE OVERVIEW //
We are recruiting for an Executive Assistant to work principally with the Chief Commercial Officer, but also with the Director of Pricing and Analytics and the Head of Marketing.
The successful candidate will work as part of our dynamic Commercial Team. The Commercial Team comprises Business Development and Marketing, International Strategy, Comms, Pricing and Legal Ops teams. Together they are responsible for supporting our lawyers in providing first-class legal advice to some of the most prestigious and well-known global businesses.
The role operates in a fast-paced, dynamic environment, where change is a regular theme. The successful candidate will enjoy being across a range of different work streams and working closely with the CCO to juggle priorities and make the most effective use of time.
KEY RESPONSIBILITIES //
The key responsibilities of this role are set out below and there may be others which are not listed. You may be required on occasion to work outside our normal working hours of 9:30am to 5:30pm.
- Act as gatekeeper for the Chief Commercial Officer, but also providing day to day support for the Director of Pricing and Analytics and Head of Marketing, along with certain team responsibilities.
- Use initiative to manage email accounts and to develop and maintain systems to promote efficiency.
- Build strong relationships with partners EAs and other key stakeholders to understand how to work quickly and efficiently across the business.
- Develop and maintain a comprehensive knowledge of the CCO and team priorities.
- Get to know and understand the wider Commercial team and individual's needs, in particular the Commercial leadership team, in relation to access to and time with the CCO.
- Extensive and proactive diary management (to include understanding stakeholder preferences, highlighting and rectifying clashes, marking holidays/absences where appropriate, ensuring Outlook invitations are responded to, understanding the priorities for the day and helping to manage the time to best effect).
- Anticipate issues, looking ahead and generally being on top of what is coming in and the impact that will have on the CCO’s day and diary.
- Organise internal and external meetings including all ancillary arrangements (e.g., book meeting rooms and refreshments, prepare itineraries, arrange currency and technical support, and proactively prepare any necessary document packs).
- Arrange travel via the firm’s Travel Management Company and the online travel portal, to include keeping travel profiles updated, maintaining up-to-date knowledge and training in relation to the current travel booking policies and procedures, proactively checking country-specific safety advice and travel news via the firm’s travel insurance provider’s travel resources website, and obtaining any relevant travel documents (e.g.,Visas or ID cards).
- Attend and contribute to team meetings as required and progress action points as appropriate.
- Draft and edit occasional correspondence with some broader document work.
- Create and maintain rolling ‘to-do’ lists and prompt/drive forward as necessary.
- Build strong relationships with business services teams and maintain effective and efficient use of business support services.
- General administrative support, e.g., invoice management, copying, printing and scanning.
- Identify and facilitate knowledge sharing within peer group and wider team and provide team support to cover absences and during times of increased workflow.
- Maintain a comprehensive knowledge of, and ensure compliance with, quality standards, and the firm’s policies in general.
- Arranging occasional team social activity, such as a dinner for the Leadership Team.
- Some events support is also asked of all EAs from time to time. This is usually voluntary and is flagged in advance.
- Work closely with other EA support in the wider Commercial team and the team supporting the firm’s management.
- Undertake additional ad hoc duties to support the CCO as necessary.
CANDIDATE PROFILE //
Candidates for this position must have:
- Excellent administrative skills, to include advanced knowledge of Microsoft Office Suite (mainly Outlook, Word, Excel and PowerPoint).
- Ability to confidently manage and prioritise a busy and varied workflow, and to always remain calm under pressure and proactive and flexible in order to meet deadlines.
- Ability to maintain professional demeanour in all situations, demonstrate the ability to work independently and with limited guidance, and exercise judgment.
- Ability to anticipate and identify potential problems and provide innovative solutions.
- Experience of working in a diverse team, whilst fostering an inclusive team culture.
- Experience of a partnership environment advantageous.
- Positive outlook, ability to juggle competing priorities and deadlines.
- Excellent attention to detail and use of grammar.
- Excellent interpersonal skills and the ability to build and maintain strong relationships with individuals at all levels.
- Ability to work well within a team/be a strong team-player.
- Commercial and financial acumen and a solution-focused attitude.
- Collaborative and supportive of the business and its initiatives, and a willingness to get to grips with new technology, leading by example.
- Adaptable and open to change and a willingness and confidence to make suggestions for change where appropriate.
- High level of professionalism and integrity; displaying the highest standard of professional ethics.
