The Opportunity
Key Responsibilities
This is an exciting opportunity to work in a collaborative environment, supporting senior management and contributing to their day-to-day administrative and operational management. In addition, this role works hand in hand with colleagues throughout the Department on varied initiatives to ensure that proper administrative coverage is in place at all times.
Strong organisational and administrative skills are essential for this role, as is absolute integrity in the handling of highly confidential information and materials.
Supporting the Chief New Business and Enterprise Risk Officer, Director of New Business Intake and the senior New Business Intake Management Team with their day-to-day administrative and operational management tasks.
Provide calendar and time management support for senior leaders in the Department, including scheduling, booking meeting rooms, resolving calendar conflicts, and coordinating and prioritizing internal and external meetings
Assist with tasks in relation to document and database management (e.g., preparing documents, archiving documents in iManage or other document management software and preparing PowerPoint decks)
Provide a wide variety of project management, administrative and operational support for the New Business Intake Teams
Approving annual leave requests and reporting absences via the internal HR system, adding annual leave to team calendars where necessary
Manage general inquiries, including directing requests to appropriate team members, responding to certain employee inquiries, and ensuring timely responses to urgent issues
Perform ad hoc administrative and operational tasks to support the Department (e.g., creating PowerPoint presentations and managing logistics for global department meetings and other team social events)
Monitoring the Retainers team inbox, dealing with queries and saving letters
Maintaining the New Business Intake Business Continuity plan and contacts.
New starter induction planning and assistance for new NBI team members
Dealing with NBI invoice payments, completing the relevant internal forms and obtaining the relevant signatures
Tracking team budgets and preparing team annual budget requirements/figures
Maintaining NBI global policies and intranet pages.
Vendor licences i.e. maintaining the admin portal, opening support tickets for team members, liaising with procurement if new licences are required
Qualifications, skills and experience
PA or relevant level of administrative experience.
Outstanding organisational skills.
Willingness to undertake training in new software to assist with tasks i.e. Qualtrics, the Learning Hub, data rooms.
High working knowledge of Outlook, PowerPoint and Word is essential.
Planning and organising
Ability to use initiative and provide a proactive support.
Strong organisational skills and ability to prioritise.
Ability to work autonomously, managing conflicting demands and meeting deadlines.
An eye for detail and an ability to multi-task.
The ability to effectively manage and coordinate simultaneous projects
Client and business focus
Ability to show discretion and judgement when handling confidential data; must have the complete confidence of senior management when accessing/sharing highly confidential emails/documents.
Results-focused - takes personal responsibility for getting things done and can influence others to ensure deadlines and standards are met.
Excellent attention to detail with a high level of accuracy.
Enthusiastic, positive and committed team member – acts as a role model and ambassador for the firm.
Team work
Approachable, confident and team first.
Willing to work both independently and as part of a regional and global team.
Proven ability to build strong working relationships.
Facilitates co-operative working within the team.
Works effectively with other PAs and EAs across the firm.
Communication
Excellent communication skills, both verbally and written - communicates effectively at all levels with staff, partners and senior management.
Approachable, confident and concise.
Motivated and enthusiastic.
Problem solving
Provides practical solutions to maintain high levels of internal client service.
Confident in making swift administrative decisions.
Proven record of identifying and implementing operational improvements
Competencies
Personal Leadership
Takes pride in their work and positively impacts those around them
Inspires confidence by consistently delivering quality work
Maintains composure under pressure by finding ways to manage their reactions to challenging situations
Behaves consistently with the firm’s values and brand and inspires this in others
Connects and Collaborates with People
Takes an active interest in others and gets to know the people they interact with
Treats people with respect and in a fair and consistent way
Adopts a positive communication style, even when challenged by others
Contributes to the Success of Others
Maintains an awareness of the firm’s purpose, objectives and structure
Recognises how their work contributes to and affects the work of others, and prioritises and communicates accordingly
Identifies opportunities to assist others and readily volunteers their help
Enhances the Client Experience
Finds ways to enhance the experience of the firm’s clients through their daily tasks.
Shows a willingness to go the extra mile to deliver great service.
Achieves Results
Goes above and beyond to contribute to the success of the firm
Pays attention to the quality and accuracy of their work
Suggests new ideas or ways of doing things in a confident, constructive and sensitive way
Team
General Counsel and RiskWorking Pattern
Location
LondonContract type
Fixed Term ContractDiversity & Inclusion
We are committed to attracting people from all backgrounds and creating a respectful and inclusive culture where everyone thrives. We see this as essential to our success, including our ability to innovate and achieve sustained high performance. This is a key part of our Values—Human, Bold, and Outstanding.