Personal Assistant

AJ Chambers

We are currently representing an International Law Firm who are actively seeking a Team PA to join the Knowledge & Performance team.

Reporting to the Director of Knowledge, the Personal Assistant role is responsible for supporting both the Director of Knowledge and Director of Partner Performance, to provide full, comprehensive support in all aspects of their work, as well as supporting the wider senior leadership teams in each area, including the Knowledge Leads for each legal division.

The Personal Assistant must be highly organised and driven, whilst having a strong track record in providing senior level support in an emotionally intelligent way. The successful candidate will support the teams’ effectiveness by ensuring a highly effective level of administrative support to them and its clients. The role will be a focal point of contact for the teams, judging priorities and ensuring the delivery of a high-level service.

Role & Responsibilities

• Meeting scheduling and extensive diary management for the Director of Knowledge, the Knowledge Leads and Director of Partner Performances, including room bookings and catering logistics.
• Providing necessary documentation in a timely, efficient way for internal and external meetings including Senior Operational Lead meetings.
• Managing agendas and taking minutes of meetings chaired by the Directors or Heads of, recording meetings, where required and uploading these records, as necessary.
• Liaising with internal and external person/s for all meeting logistics and Knowledge training sessions including venue, attendance, refreshments and the distribution of materials.
• Managing travel including visas and itineraries, where applicable.
• Processing invoices, purchase orders and expense claims in a timely manner.
• Help prepare and administer relevant budgets.
• Responding to correspondence via post and email on behalf of your stakeholders.
• Updating policies when required.
• Answering and transferring telephone calls to the relevant person/team.
• Taking ownership and maintaining the relevant intranet pages, ensuring content is kept up to date and accurate.
• Assisting with the drafting of team communications using Vuture
• General administration tasks including preparing documents, proof reading and the creation of PDF bundles.
• Assisting with ad hoc administration and providing support to major projects.
• Attending team meetings to share information and have clarity on future actions. Following up on actions as necessary to assist with moving things forward.
• Managing team social events and team training events.
• Assisting the Director of Partner Performance with the recruitment process of Lateral Hire Candidates and subsequent onboarding
• Assisting the Director of Partner Performance with Partner reviews and promotion process and Partner development

Qualifications & Experience

• Previous experience in a PA role to senior leadership teams is essential, ideally in a legal, banking, insurance, etc. environment.
• Previous operational experience is desirable.
• A good working knowledge of Microsoft Suite, including Microsoft Outlook, Word, Excel and PowerPoint.

If you feel you would be suitable, please apply direct or contact Jess at AJ Chambers