Personal Assistant to the Chief Officers
Lewis Silkin LLP, City of Westminster
Personal Assistant to the Chief Officers
Salary not available. View on company website.
Lewis Silkin LLP, City of Westminster
- Full time
- Permanent
- Onsite working
Posted today, 18 Oct | Get your application in now to be one of the first to apply.
Closing date: Closing date not specified
job Ref: d8513499cb3a49cca6f71c9b0a5888cb
Full Job Description
- Producing accurate and timely documentation and correspondence as required and handling administrative duties on behalf of the COs and working with other business services team members as required including drafting and collating board papers.
- Pro-actively managing diaries and liaising with COs on a regular basis to discuss forthcoming appointments, team meetings and any required arrangements (room bookings, room set-up, facilities, restaurants, catering etc).
- Providing support for group meetings, e.g. preparing agendas, slide decks, taking minutes, logging actions and circulating notes in a timely manner.
- Scheduling internal and external meetings and workshops, ensuring that all arrangements are in place and any required materials and documentation are prepared in good time.
- Assisting with the arrangements for large internal and external events such as conferences and seminars.
- Supporting the new joiner induction process, particularly in relation to scheduling initial meetings (for new team members only).
- Processing expenses/suppliers' invoices.
- In collaboration with the firm's third-party travel consultants, arranging national and international travel.
- Building a strong working knowledge of the practice groups to effectively and efficiently support the COs
- 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 COs
- Developing excellent knowledge of the firm's business and strategy to be able to work with the COs or with colleagues from other departments
- Arranging team away days and social events
- Providing support with projects relating to the firm's strategy or operations as and when required
- Monitoring COs inboxes during absence and actioning appropriately with direction from the COs
- Taking an active part in developing own role and working to provide increasing support to the COs - ensuring suitable training is undertaken
- Covering for other PA team members during absences
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 being professional in conduct and appearance - 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 COs and departmental or firm objectives
- Punctual at all times, having a flexible nature and a co-operative and willing attitude
- Looking for an enthusiastic individual who embraces new tools and technologies to boost efficiency and actively helps the team adopt smarter working methods IT skills required:
- Proficient IT skills - Microsoft Office, 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. The department This role provides a great opportunity for a first-class PA to support five Chief Officers (COs) who make up part of the firm's Operations Board. As the firm grows and develops it has become apparent that more dedicated PA support is required 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 Marketing & BD, Practice Transformation and Technology & Operations and in their day to day strategic and operational responsibilities., 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.