LocationBelfast, County Antrim
Salary£30000 - £30000
Date Posted17 October, 2022
Support the Senior Leadership Team UK, US & EMEA with respective work schedules, optimising the efficient use of time and resources through effective planning.
Manage the Senior Leadership Team UK, US & EMEA inbox, commitments and diary and, in proactive consultation with the Senior Leadership Team UK, US & EMEA regularly raising issues with them to remind, organise and agree actions.
Email, diary and meeting management
o Proactive diary management for the Senior Leadership Team UK, US & EMEA to ensure effective time management, a focus on priorities and the Senior Leadership Team UK, US & EMEA are aware of diary commitments.
o Extensive meeting management, ensuring Senior Leadership Team UK, US & EMEA have accurate and timely information prior to meetings and are assisted with the preparation of meeting agendas, presentations or print outs.
o Provide support in relation to the booking, control use and setting-up of meeting rooms and private offices.
o Provide support in relation to the set-up of meeting rooms and private offices before and after as and when required.
o Liaise with suppliers regarding the supply of catering and refreshments for meetings and other functions.
o Liaise with members of the Operations and Projects team, to ensure that audio-visual and other IT requirements are in place for meetings and other functions.
o Make and coordinate complex travel arrangements for the Senior Leadership Team UK, US & EMEA including preparing itineraries of travel information and business commitments.
o Support and coordinate the travel arrangements of any visitors to the Belfast office (including partners, associates, business services managers or other visitors).
o Organise PA support during stay in other offices, IT requirements, office / desk space, passes, meeting room bookings.
o Organise visas where applicable.
o Order / return foreign currency in advance for expenses claimed whilst travelling.
General administration and other duties
o Handle telephone calls, deal with enquiries as appropriate and relay accurate messages as required. Respond appropriately to any questions and queries on behalf of the Senior Leadership Team UK, US & EMEA.
o Accurately produce letters and draft replies to correspondence for both internal and external distribution, including copy and audio typing.
o Collate, complete and process all expenses claims for the Senior Leadership Team UK, US & EMEA.
o Provide cover in relation to the general office management (including checking tidiness and cleanliness of meeting rooms, private offices, the reception and all other areas) and escalating any issues.
o Maintain confidentiality. This includes verbal communications and ensuring confidential documents are secured appropriately.
o Monitor and manage the Belfast office client relationships database (via Interaction or otherwise).
o Provide cover for office related functions and events as and when required.
o Provide support for relevant strategic firm-wide projects or people processes.
o Arrange lunches and dinners and other events as required, including reviewing venues and menu planning and ensuring costs are maintained against budget.
o Take minutes as and when required and follow up proactively on action points.
o Provide PA assistance to international staff visiting the Belfast Office, arranging their meeting schedules, IT requirements, office / desk space, passes, meeting room bookings.
The responsibilities outlined above cannot totally encompass or define all tasks that may be required of the post-holder. The outline of responsibilities given above may, therefore, vary from time to time without materially changing either the character or level of responsibility or grade.
Key Performance Indicators
o Maintaining a global focus and understanding of firm activity.
o Strong understanding and awareness of the work of the strategic plan.
o High level of responsiveness to day-to-day demands from key internal stakeholders.
o Timely and effective delivery of work.
o Prioritising queries and requests in the context of business needs.
o Contribution to the goal of having the best alternative legal services offering of any of the global elite law firms.
Skills / Experience
o GCSE English and Maths grade C or above (or equivalent qualification).
o A proven track record of working as a PA to senior management* within a fast-paced professional services environment.
o Proven experience of successfully managing and prioritising own workload, with an ability to work under pressure and to tight deadlines.
o Typing speed of 60wpm with high accuracy.
o A high level of computer literacy, including proven experience of using Outlook, Word, Excel and PowerPoint in a PA role.
*senior management defined as the most senior person within the organisation e.g. Chief Executive/Director.
o Builds personal credibility
o Takes responsibility for their work
o Maintains a positive outlook
o Demonstrates our values
Connects and collaborates with people
o Contributes to a positive team environment
o Collaborates with others
Contributes to the success of others
o Understands their work environment
o Support others to excel
o Delivers high quality work
o Finds better ways to do their work
Enhances the client experience
o Provides excellent client service
o Acts with the client experience at heart
Please submit your application or speak to a specialist consultant from the Abacus team on 0044 (0) 28 9031 3157 for a confidential discussion. We aim to respond to all inquiries within 4 business hours.
The team at Abacus manages a range of permanent and contract positions throughout Northern Ireland, the UK and the Republic of Ireland. If you are experienced and/or professionally qualified we can support your job search.
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