On joining this leading Professional Services company you will provide extensive, proven and first-class proactive secretarial assistance to two Senior Partners
Develop and maintain internal and external networks, building knowledge of key issues in order to effectively identify and communicate priorities.
Build strong relationships with clients and their EA's identifying opportunities to enhance the companies reputation and share best practices. Delivering a first class service from initial contact.
Diary and meeting management
Manage the portfolio's busy diaries, arrange appointments and organise travel, accommodation and transfers as appropriate. Full autonomy to make decisions using initiative to determine purpose and minimum time required, resolve conflicts and exercise judgement on priorities.
Business Development Support
Bid management - supporting the proposal process, plus other marketing material, with specific responsibility for production of proposal documents, using targeted research and creative flair.
Pro-actively manage all documentation in advance of meetings.
Ownership of preparing complex international travel, researching and considering reasonable alternative cost effective travel.
Use judgement to manage the portfolio's workload/current issues and have the knowledge to respond to queries; take ownership of enquiries and ensure other issues are referred/delegated to the appropriate person in their absence.
Proofread and sense checks all communications and documentation, complying with brand and risk procedures.
Build and develop an internal and external network of contacts on behalf of the portfolio; build knowledge of key issues in order to effectively identify priorities.
Liaise and work with other Executive Assistant's within the team and the entire network across the UK and international offices.
Pro-actively managing Sales Logix, companies CRM system for your portfolio. Keep the team and national database up to date and work with marketing on cleansing and reporting.
Project manages large and complex events
Manage budget and effectively negotiate costs.
Time and Expense Management
Collate and process expenses and invoices ensuring compliance with the companies policy and approval process. Reconcile
General Administrative and Project Support
Develop protocols and maintain information for key administrative matters related to the portfolio and others as needed, eg contact lists, etc. as requested
Provide ad hoc project support
Prepare and revise documents including letters, emails and memos.
CEAP (Client Engagement Acceptance Programme) - understands the risks associated with accepting new clients and helps minimum those risks
Coach and develop junior team members to enhance overall skills and identify training needs (in liaison with the Secretarial Manager)
Build a network within the secretarial community to ensure a consistent, coordinated and cooperative environment is maintained.
Experience in a corporate professional services environment is essential for this position
The confidence to engage with senior/high profile contacts and clients and their teams.
Attention to detail and ownership for the delivery of high quality work.
Ability to build relationships across diverse teams both locally and globally.
Ability to work as part of a team, ensuring seamless service to the firm and clients across service lines
Confident with the ability to use own judgement and make decisions in order to prioritise, challenge, negotiate and influence.
A flexible and professional approach, remaining calm under pressure
Advanced/super user knowledge of Microsoft Office and Outlook. Your creative flair and advanced PowerPoint experience will enable you to produce interesting, professional and polished presentations
You should be proactive, solutions focused with a can do attitude, be hungry for work and have a strong focus on delivering to a high standard
Knowledge of time zones and best means of travel between multinational locations.
Requirements for the role
Excellent communication skills, including an oustanding standard of written and spoken English.
Exceptional organisation skills, with an ability to prioritise an often conflicting workload.
The ability to plan ahead and anticipate potential problems
The confidence to use your own judgement to proactively make decisions on a daily basis
The aptitude to provide regular progress reports on administration matters
The confidence and ability to deal with senior profile executives, clients and form networks with staff at all levels
The ability to coach and develop others by using your influencing and motivational skills
A quality-driven approach, consistently aiming for high standards
The capability to keep matters confidential
Demonstrated awareness and business acumen
Provide adhoc support on projects as required