Executive Assistant (EA)

Position/Type:
Operations/Other, Legal Business Development
Level:
Other
Location:
London
Job Term:
Permanent
Salary Description:
Competitive Salary Offered
Posted:
06/09/2017
Recruiter:
RPC
Job Ref:
Executive Assistant (EA)

JOB DESCRIPTION

Job title:           Executive Assistant (EA)

Career level:      Executive

Business area:  Commercial

 

The firm

RPC's fundamental strategic direction is to develop an effective and unique professional services firm brand based on the differentiated qualities and capabilities of our people. We aim to achieve this through astute recruitment, inspired management, and talent development in support of maintaining the strength of our portfolio of businesses.  Therefore our strategic direction involves understanding the highly competitive and rapidly changing professional services markets both for clients and people (particularly within the legal sector) and achieving competitive success by investing in and developing the quality of the talent we engage.

 

We deliver professional advice across many disciplines to help client businesses make the right decisions at the interface of risk and reward – generally to avoid problems; find solutions; or improve commercial performance.  Most notably, we have recently launched new consulting businesses and will continue to re-engineer how legal and other professional services are delivered for client benefit.

 

RPC has an open and dynamic working environment which reflects the culture of the firm. We are remarkably low on hierarchy, and RPC people are encouraged to be themselves and take on as much responsibility as they are ready for while receiving the support they need to develop both their professional and business skills. We therefore invest heavily in attracting and retaining people who are comfortably ambitious and good to work with.  We aim to help everyone who works at RPC to fulfill their potential and, by doing so, stay at the top of our game in our chosen markets.

 

The role

Purpose of the role: To ensure the provision of a high-quality and efficient EA service to a defined number of Partners within the Commercial Group.  The EA may be contacted outside of core hours by Partners to assist them.

Key internal relationships: Group Support Manager, partners and fee-earners within the Commercial Group and secretarial colleagues

Reports to: directly to the Group Support Manager (Commercial)

Duties and Responsibilities include but not are limited to the following:

Organisation:

•           Complex diary management of partners (and other senior fee-earners as required) using own initiative to arrange meetings and conference calls and liaising with other secretaries/external clients during partner absence

•           Comprehensive e-mail management – checking, prioritising and summarising e-mails on a daily basis and dealing with correspondence where necessary in the partners’ absence; collation of any action points

•           Collating documentation for meetings and circulating agendas in advance; carrying out research as may be required

•           Booking video/conference calls, meeting rooms and required refreshments, and lunch and dinner reservations

•           Booking attendance at conferences/seminars (including national and international travel) and organising trip itineraries and logistics

•           Handling telephone enquiries in a professional and polite manner, taking accurate messages and following up on any agreed actions

•           Responsibility for assistance of financial management and billing for clients

 

Documents/Correspondence:

•           Drafting/typing of confidential matters for partners

•           Carrying out PDF to Word conversions and vice versa

•           Printing of agendas, presentations and meetings papers specific to allocated partners/fee-earners and which are not of sufficient size to be sent to Reprographics

•           Production of short, less complex PowerPoint presentations as may be required

•           Proof-reading of all documents to ensure the delivery of work of the highest quality

•           Any general correspondence as may be required from time to time

 

Relationship Building/Internal Networking:

•           Attending team meetings and taking minutes as required

•           Involvement in committees and steering groups relating to secretarial/administrative support/processes for the wider firm

 

Knowledge, skills and experience

Experience: A minimum of 3 years’ experience of working within a busy corporate environment is essential

Qualities and skills:

The successful applicant will have/be able to demonstrate:

•           Able to build confidence, respect and trust quickly, with the confidence to deal with senior members of the firm

•           Excellent client care skills – the ability to deal with queries from internal and external clients in a professional and polite manner

•           Excellent organisational skills – the ability to take responsibility for own tasks and prioritise work in a calm and efficient manner

•           Demonstrate proactivity and the ability to work on own initiative

•           Highly developed time management skills – the ability to work to very tight deadlines while maintaining a high standard of accuracy

•           Highly developed communication skills – the ability to communicate in a confident and professional manner with people at all levels within the business

•           Demonstrate flexibility/adaptability in meeting internal and external clients’ demands – in both the nature of the work undertaken and working additional hours as required to complete the task(s)

•           Able to maintain strict confidentiality and act with diplomacy, tact and discretion at all times

•           Reliable with a strong work ethic and a ‘can-do’ approach

•           Acts as a positive role model at all times and be a team player

•           High levels of IT literacy in Microsoft Word, Outlook, Excel and PowerPoint (although more complex and/or lengthy documents will be undertaken by others in dedicated roles e.g. Legal Secretaries / DPC). MOS certified in Outlook.

•           A fast and accurate typist with excellent attention to detail, use of language and grammar

•           Any specific skills as may be required within the Commercial Group

Closing Date:
01/11/2017

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