We have an exciting opportunity for a Senior PA to join a top City Law Firm who are looking for an organised and highly competent individual who has extensive travel management experience including complex itineraries.
The Role
As a PA, you will provide comprehensive administrative and strategic support to the Head of the International Board, and the wider Central Management department as required, facilitating the smooth operation of the International Board’s activities. This role is pivotal in coordinating the firm’s international strategy, developing international relations, supporting board activities, and high-level business development initiatives, ensuring effective communication and alignment of international strategies.
Key Responsibilities
International trip coordination
• Co-ordinate travel arrangements with the Firm’s Travel Agent/International team ensuring efficient use of time and expenditure. Plan and execute detailed itineraries for international trips, including travel, accommodations, and meeting schedules. Work closely with global offices to ensure seamless arrangements that align with strategic objectives.
Board coordination
• Proactively organise and manage all aspects of International Board meetings, including scheduling, planning, preparing agendas, and minute-taking. Ensure follow-up on action items and maintain a proactive approach to all board activities.
Business Development
• Collaborate closely with the Business Development team to prepare for international initiatives and events. Assist in the preparation of presentation materials and strategic documents.
Event Management
• Coordinate international events and board functions, overseeing all aspects from conception to completion. Ensure high standards are met and events support the firm’s international objectives.
Stakeholder Management
• Serve as the primary point of contact for internal and external stakeholders on matters pertaining to the International Board. Build and maintain strong relationships across all levels of the firm and with key external partners.
• Be client focused and understand the expectations of internal and external clients.
• Where necessary, pass on full and accurate messages in a timely manner and take appropriate action to ensure the needs of both internal and external clients are met.
• Act in a professional and courteous manner when dealing with clients (including internal clients), potential clients and third parties.
Documentation and Reporting
• Work with the other PAs, EAs and BD team in managing the preparation and distribution of board reports, executive summaries, and briefing papers. Ensure documentation is accurate, up to date, and securely handled.
Project Support
• Undertake discrete projects with a strategic impact, under the direction of the Head of International. Manage timelines, resources, and communications related to these projects.
• Take the initiative of overseeing ad hoc administrative projects for the lawyers, for example, archiving, confidential shredding, photocopying, organising filing systems.
• Prepare PowerPoint presentations with minimal input, delivering slides that are clear, and in line with branding.
Administrative support
• Provide high-level support to the Head of International and other lawyers, as appropriate, proactively managing calendars, correspondence, and travel arrangements. Horizon scanning to pre-empt conflicts and anticipate needs.
• Act as a ’gatekeeper’ for work, using good judgement to delegate tasks as appropriate. Field and screen communications (email and Teams), ensuring exceptional client service is delivered at all times.
• Assist lawyers with time recording where possible, entering absences onto [Expert Time;
• Assist with billing and credit control by liaising with Central Finance and preparing bill narratives and draft cost details;
• Provide assistance with file opening and conflict checks; and
• Request cheques, bank transfers and paying in money received, as appropriate.
Miscellaneous
• Attend training as required to keep up to date with Firm wide procedures.
• Work proactively as part of a team to ensure time is used effectively using all available Firm-wide resources to meet pressured deadlines; and
• Effective management and prioritisation of work.
Education/Qualifications
• Minimum 5 GCSEs/A ’Levels or equivalent at grade A-C including English and Maths.
• Secretarial qualification and/or MOS certification (desirable).
Skills and Experience
• Advanced knowledge of Microsoft Word, Outlook, Excel, PowerPoint.
• Prior experience of working in a fast-paced corporate environment.
• Experience of coordinating international business trips and conferences
• Efficient organisation skills, with a high degree of accuracy to prioritise an often conflicting workload
This role will offer a highly competitive salary and benefits package along with hybrid working.
If you would like to be considered please contact Ella Britton