Executive Assistant

Our client is looking to recruit a permanent EA to support two Heads of Department, your duties will include:

Diary management for the Partners arrange meetings and conference calls and liaising with clients and their Assistants.
Inbox management for the Partners - checking, prioritising and summarising their emails on a daily basis and dealing with correspondence where necessary in the Partners’ absence; collation of any action points.
Collating documentation for meetings – letters of engagement , reports, proof reading and circulating agendas in advance; carrying out research as may be required.
Printing of agendas, presentations and meetings papers.
Booking meeting rooms and any required refreshments, and lunch and dinner reservations.
Booking attendance at meetings, conferences/seminars (including national and international travel) and organising trip itineraries and logistics.
Taking minutes in meetings.
Producing PowerPoint presentations.
Handling telephone enquiries in a professional and polite manner, taking accurate messages and following up on any agreed actions.
Acting as First Line IT support for any basic IT queries raised by fee-earners.
Processing expenses.
Assisting with the billing process on behalf of the Partners (where required), to include delegation of appropriate tasks to the Administrators within the team; tasks include raising bills, running reports, maintaining a detailed tracker of distributed and paid bills and the follow up with debtors.
Liaise with the Marketing department regarding the preparation of tenders, pitches and events.
Coaching and mentoring of junior team members including Junior PAs and Administrators.

The successful candidate for this role will:

Have previously worked as a PA/EA supporting senior level Executives.
Have previously managed more than one diary.
Have excellent organisational and time management skills.
Be calm under pressure.
Have excellent communication and interpersonal skills.
Be able to maintain high levels of confidentiality and discretion at all times.
Be reliable with a strong work ethic and a ‘can-do’ approach.
Have excellent attention to detail.
Have good IT skills - MS Word, Outlook, Excel and PowerPoint.