Marketing and Corporate Responsibility Administrator

The Firm

HFW is a sector focused global law firm.  We have over 500 lawyers working across the Americas, Europe, the Middle East, Asia and Australia.  We take a progressive approach to our roles in commercial business – thinking creatively and pragmatically to support our clients.

Whether we are solving complex issues within the construction, aviation or shipping industries, or providing advice across insurance, commodities and energy we are specialist lawyers here to add value to our clients.  We think about the commercial solution first, and then underpin our advice with a solid foundation of legal expertise. 

The Departments

HFW's Marketing Department is comprised of teams that look after the regional offices, industry groups, and marketing operations (including communications, events, graphic design and the CRM system).  HFW has a Marketing & BD Department of 29 staff – 19 located in the London office.

The Corporate Responsibility Department is currently comprised of 2 in the London office.  The four parts to HFW's CR strategy are: Our business partners; our colleagues; our community; and our environment.

Job Purpose

To provide comprehensive, flexible and proactive administrative and secretarial support to the Director of Marketing & BD, and the Marketing and Corporate Responsibility Departments in the London office.

Key Responsibilities

• Data and Finance:
• Process invoices, ensuring that they are appropriate, approved and passed on to Accounts Payable for settlement, and dealing with any related queries.
• Monitor and control departmental credit card usage.
• Processing donations.
• Prepare and check travel and other expenses.
• Organisation:
• Diary management.
• Organise internal and external meetings, book conference rooms, prepare agendas and draft Minutes.
• Co-ordinate travel and accommodation arrangements for Director and Marketing & BD staff.
• Administration:
• In relation to volunteering and pro bono programmes; fundraising activities; community week; diversity and inclusion activities, including work experience/internships; environment week.
• Assist with internal and external events.
• Monitor stock of marketing materials and merchandise.
• Scanning and photocopying.
• Typing:
• Transcription and/or copy typing to a high standard of accuracy, within deadlines.
• Draft basic correspondence and/or standard documents.
• Take and type up Minutes.
• Communications:
• Update the Marketing and CR pages of the intranet.
• Deal with internal clients and external suppliers with professionalism and consideration.
• Filter general information, queries and phone calls to the Director by redirecting or taking forward such contact as appropriate.
• Handle telephone enquiries in a professional and polite manner, taking accurate messages.
• Prepare correspondence on behalf of the Director, including the drafting of general replies.
• Deal with incoming/outgoing e-mails and post quickly and efficiently.
• Team Work:
• Provide administrative support to the rest of the Marketing & BD team as required.
• Assist with events administration, eg. creating badges, event set-up and providing support at client and staff events;
• Assist with the CRM database administration.
• Any other ad hoc duties as and when required.

Key Skills & Experience Required

• At least one year's administrative experience in a professional services organisation.
• Some understanding of/interest in Marketing and CR.
• Excellent organisational skills.
• Professional demeanour.
• Customer service skills: dealing with queries in a professional, polite and considerate manner.
• Good communication skills: able to communicate in a confident and assertive manner.  Also able to work calmly and efficiently under pressure.
• High levels of discretion, confidentiality and diplomacy.
• Good typing and IT skills.
• Flexible with regard to working hours (normal working hours are seven working hours between 9.30am and 5.30pm).

Additional Information

Kindly note that this job description is not contractual.  It will be reviewed periodically and may be amended or altered to meet the needs of the firm.

HFW aims to ensure equality of opportunity and we are actively working towards improving the diversity of our staff.  All applications will be considered only on merit and the applicant's suitability to meet the requirements of the role.

Please note that, due to the volume of applications, only those candidates shortlisted for interview will be contacted.

HFW collects and processes personal data relating to job applicants to manage its recruitment process.  The firm is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.  For information on how the firm will process your data, please see our Privacy Notice on our website (www.hfw.com/Privacy-Notice), in the section "What we collect and how we use it".