Executive Assistant

Our client is an international law firm, with a rare and invaluable grasp of strategic commercial issues. They combine exceptional legal expertise with deep industry knowledge and refreshingly creative thinking, to help clients achieve their commercial goals. They have over 1,200 lawyers in 28 offices across Europe, the Middle East and Asia Pacific, as well as close ties with firms in other parts of the world
The firm offers excellent prospects for progression and our culture provides all our people with world-class support to achieve their ambitions and goals.
It is their policy to consider all candidates fairly, regardless of race, sex, sexual orientation, religion or belief, pregnancy and maternity, marriage and civil partnership, gender reassignment, age or disability. They support an agile working environment and are happy to discuss flexible working.
OBJECTIVE OF ROLE

The role is to provide an Executive Assistant service to MBD Director, the MBD management team as well as general administration support to the wider Marketing team. 

The role requires the individual to become part of an established team, to take an active interest in the work and to establish immediate credibility and rapport with internal clients and the MBD team. 

The individual must have proven negotiation skills, the ability to prioritise conflicting tasks and the tenacity to complete projects on time.

This job description is not exhaustive and the job holder may be required to undertake additional duties from time to time to ensure the smooth running of the department.

DUTIES & RESPONSIBILITIES

•    Day to day online diary management for the MBD Director and other Heads of Marketing
•    Arranging travel schedules and hotel accommodation for the MBD Director and other team members when required. This includes assisting with arrangements for MBD team members visiting from other offices as required. 
•    Setting up internal and external meetings, lunches and conference calls.
•    Assisting with meeting preparation. 
•    Preparation of PowerPoint presentations. 
•    Ensure the key contact and org chart presentations and MBD pages on the intranet are maintained / updated once a month
•    Responsibility for coding and processing of departmental invoices and monthly marketing credit card statements 
•    Reviewing, actioning and forwarding relevant emails from generic email accounts 
•    Administering MBD new joiners (incl. keeping team email distribution lists up-to-date and assisting with the organisation, scheduling and execution of induction days) 
•    Ad-hoc support for major projects as and when necessary. 
•    General PA duties including accurate message taking, expenses, archiving and filing.

The successful candidate will have:

•    Attitude – a positive attitude, ‘can do’ approach, willingness to learn and extend the role above and beyond the job description, approachability, flexibility as to hours and the role, a practical/common sense approach.
•    Knowledge of Word, Excel, Outlook, PowerPoint and DM systems. 
•    Excellent phone manner - internally and externally coupled with an ability to communicate clearly and to listen effectively.
•    Previous secretarial/PA experience essential.
•    Proven ability to work as a team player.
•    Ability to stay calm in often demanding situations and work well under pressure.