Executive Assistant (Finance Divison/Banking Department)

Banking Department

Job Description – EXECUTIVE ASSISTANT (Finance Division / Banking Department

Summer 2017

About Ashurst:

Ashurst is a leading global law firm with a history spanning almost 200 years, and clear strategy for our future growth. Our in-depth understanding of our clients and commitment to providing exceptional standards of service have seen us become a trusted adviser to local and global corporates, financial institutions and governments in all areas of commercial law. To find out more please visit here

In order to comply with regulatory and client requirements, Ashurst will undertake appropriate vetting of staff. When applicants accept a job offer, Ashurst, alongside a specialist provider, will undertake professional verification and background checks.  These checks are only undertaken with consent, and in accordance with our legal and regulatory obligations

Business Area – Finance Division, Banking Department

Role:    Executive Assistant to Practice Head

Location: London

Reporting to: Team Leader

Hours of work –9.00am to 5.00pm
                           Monday to Friday

Department/ Role Overview:

Executive Assistants provide effective, proactive support and work closely with their lawyers as well as cover within the groups.  Exceptional levels of initiative, organisational skills and client focus are key requirements for delivering high quality work within expected time frames and in a fast paced legal environment.  Executive Assistants report directly to Team Leaders.

Main responsibilities:

• Regular practice planning with lawyers to review client work activities and requirements including managing lawyers' Outlook and calendar
   
• Creating, amending and formatting documents from varied formats, delegating work appropriate to Document Production, and agreeing timeframes
   
• Preparing and printing documents and researching client information for presentations, papers, reports, client events or meetings, utilising Team Assistants or Reprographics
   
• Responding to lawyers' emails or meeting requests, arranging meetings, booking equipment, restaurant or conference facilities
   
• Dealing with internal and external clients, building effective working relationships, and using initiative to route / prioritise requests and action / draft responses in order to answer queries or reduce volume
   
• Coordinating the billing process and financial reporting, assisting lawyers by running reports, inputting time, updating narratives and producing draft bills for partner approval or amendment
   
• Supporting lawyers with Priority Client and BD initiatives including planning and coordinating client events (research, invitations, room bookings, catering, travel, presentations and event materials)
   
• Promoting and ensuring tasks are completed by appropriate resources, in particular delegating administration to Team Assistants and documents to Document Production
   
• Organising and maintaining electronic and hard copy document management systems, delegating to Team Assistants where appropriate to ensure files are updated and closed matters are archived
   
• Making travel arrangements through firm's supplier for the booking of flights, hotels and transport, and providing itinerary and currency
   
• Preparing and drafting simple client communications or agendas, ensuring accuracy and completeness
   
• Preparing client packs including animated or graphical presentations, pitches, CVs, and printing or amending data
   
• Updating client information, mailing lists and databases within Outlook, Excel or Interaction
   
• People related administration tasks ie support at appraisal time / mid year check-ins
   
• Processing and assisting with administrative requirements such as expense claims, lawyers qualifications or learning records
   
• Assisting with client file opening and related processes, as well as capacity lists and reporting
   
• Ad hoc secretarial and administrative tasks as required
   
• Risk and Control: Ensure that all activities and duties are carried out in full compliance with our regulatory requires and internal policies.

Essential skills and experience:

• Demonstrates a "can do" approach which provides for proactive and solutions focused assistance to all members of the team
   
• Strong organisational skills, able to prioritise and manage multiple tasks, often within tight deadlines
   
• Demonstrates initiative and ability to expand responsibilities and tasks
   
• Strong client focus and a willingness to always go "the extra mile"
   
• Excellent communication skills, able to speak and write with professionalism and confidence
   
• Excellent attention to detail, ensuring work is high quality and accurately produced, within agreed expectations and deadlines
   
• Responsible and willing to take personal ownership for the effective delivery of tasks
   
• Professional and approachable at all times, able to work well with others and build positive working relationships with job sharing colleague,  internal and external clients
   
• Remains calm and focused when under pressure or during peaks in workload
   
• Flexible with time and able to adjust priorities and working hours when required to meet deadlines and, if able, to cover job sharer's leave.
   
• Willing to learn and identify training requirements to improve skills relevant to the needs of the business
   
• Adheres to firm's guidelines and maintains confidentiality at all times
   
• Good level of technical ability in Microsoft office and other firm's packages.