Personal Assistant (PA)

This role provides a great opportunity for a first class PA to support a number of the firms' Chief Officers plus General Counsel (COOs) who make up part of the firm's Operations Board. As the firm grows and develops it has become apparent that dedicated support is required at the secretarial level for members of our operations board to ensure that they are able to deliver on the firm's strategy over the next three to five years. The role will provide an opportunity to support senior management in the areas of Finance, Technology, Human Resources and Risk & Compliance in their day to day strategic and operational responsibilities.,

• Producing accurate and timely documentation and correspondence as required and handling administrative duties on behalf of the COOs and working with other business services team members as required.


• Pro-actively managing diaries and liaising with COOs on a regular basis to discuss forthcoming appointments, team meetings and any required arrangements (room set-up, required equipment, etc).


• Providing support in preparation for team meetings, e.g. pulling together and organising agenda items, slide desks, taking minutes and producing summary notes in a timely manner.


• Scheduling internal and external meetings, ensuring that all arrangements are in place and any required materials and documentation are prepared in good time.


• Providing support in preparation of agenda items for monthly Operations Board meetings as required and liaising appropriately with the Company Secretary.


• Providing support in preparation for Quarterly Partners' Meetings working closely with the Company Secretary in preparation of materials and updating COOs presentations as required.


• Supporting the new joiner induction process and preparing relevant departmental materials as and when required for COOs.


• Building a strong working knowledge of the divisions to effectively and efficiently support the COOs.


• Ensuring sensitivity and confidentiality is always maintained when dealing with external clients and colleagues and dealing appropriately with confidential and private matters on behalf of the COOs.


• Carrying out Operational Board related work on behalf of the COOs as necessary - ensuring the highest levels of confidentiality and discretion at all times.


• Developing a sufficient knowledge of the firm's business and strategy to be able to work with the COOs or with colleagues from other departments.


• Collating and scanning documents in relation to Partner Remuneration.


• Arranging team away days and social.


• Providing support with projects relating to the firm's strategy or operations as and when required.


• Monitoring COOs inboxes during absence and action appropriately with direction from the COOs.


• Taking an active part in developing own role and working to provide increasing support to the COOs - ensuring suitable training is undertaken.


• Undertaking research as and when required (for internal or externals purposes - such as travel, company/client information).
  
  This is a challenging role and the successful candidate must have excellent communication skills and enjoy working in a team environment, across a variety of departments., A confident and natural communicator - able to communicate at all levels.


• Solutions-orientated and pro-active approach to their work.


• Ability to use own initiative and being confident in their own judgement.


• Excellent typing skills (at least 70 wpm audio/copy typing) as well as accurate numeracy skills.


• Experience of taking minutes and producing detailed and summary notes.


• Able to demonstrate high levels of discretion, sensitivity and confidentiality.


• Excellent attention to detail - a high level of accuracy is essential.


• Excellent organisational and administration skills - must be highly organised and able to organise others.


• Ability to manage a heavy workload and support several stakeholders.


• Ability to work to tight deadlines in a pressurised environment.


• Should demonstrate a genuine interest in and understanding of the firm and how a partnership or LLP operates.


• Team player and enthusiastic - flexible and willing to take on extra responsibilities to support the COOs and departmental or firm objectives.


• Punctual at all times, having a flexible nature and a co-operative and willing attitude.


IT skills required:

• Proficient IT skills - Office 2003, Word, Excel, Outlook, PowerPoint, document management systems and practice management systems, although full in-house training will be provided. Experience of digital dictation would also be an advantage, although in-house training will be given.


Educational and professional qualifications required:

• Excellent grammatical Maths and English - at least to GCSE standard or equivalent.
  
  Lewis Silkin works with leading businesses to protect and enhance their most important assets - their ideas, their people, their brand and their future. We call it: Ideas. People. Possibilities.


With offices in London, Oxford, Manchester, Leeds, Cardiff, Belfast, Dublin and Hong Kong, we are recognised by clients and industry alike as being distinct for our unique culture, market-leading practice areas, sector focused approach and for providing solutions to complex, multijurisdictional business challenges, with a pragmatic and human touch. We have two things at our core: people - both ours and our clients'- and a focus on creative, tech and innovative businesses.

Our culture is encapsulated by an ethos of bravery and kindness, guided by our values of Integrity, Clarity, Unity and Excellence (our 'I-CUE'). We aim to provide a supportive environment for our people, clients and wider community and embrace diversity & inclusion, ensuring people are able to bring their full selves to work., At Lewis Silkin our ethos is simple. We strive to do the best for our clients, our people and the communities in which we operate. We recognise that an inclusive workplace allows for all kinds of ideas and thoughts, a variety of points of view that can trigger discussions or deliver innovative results, and a wide range of versatile skills and expertise. We are proud of the diversity within Lewis Silkin and of our culture that allows people to be themselves at work, ensuring we provide the best possible service to our clients. We are committed to finding the right person for this role and are open to discussing flexible working patterns and office location.