Executive Team Assistant
- London, England (GBR)
- £234 - £260 Per Day
- 25 Weeks
- Start date: 15 Feb 23
- Ref: 165836
- administrative support
- travel arrangements
- invoice processing
- spreadsheets
- purchase orders
- reports
- legal
- compiling
- outlook
- secretarial
Executive Team Assistant - HSBCJP00044522
Up to £260.00 per day PAYE / £323.73 per day Umbrella
London (Hybrid – 3 days a week in the office)
6 month contract
If you’re looking for a career that will help you stand out, join our client, and fulfil your potential. Whether you want a career that could take you to the top, or simply take you in an exciting new direction, our client offers opportunities, support and rewards that will take you further. We are currently seeking an experienced individual to join this team in the role of Executive Team Assistant.
Role Purpose:
To provide high quality, professional and comprehensive legal secretarial and administrative support to the UK Legal teams, primarily supporting the Legal operations teams and providing cover and overflow support for other assistants, when required. The role is based in London with the objective of working closely and effectively with the lawyers & Executive Assistants. The role duties will consist of, (but not be limited to):
- Diary management Organising and planning internal and external meetings including logistics such as booking room, set up, catering & preparation of materials
- Maintaining the Outlook team calendar to log holiday / leave absences
- Co-ordinating domestic & international travel arrangementsArranging multi-segment travel, VISA applications, accommodation and compiling itinerates
- Processing expenses (Fusion experience not essential but desired)
- Owning & maintaining document management folders for the team (eShare or equiv. experience not essential but desired) Creating and maintaining department systems and policy guides
- Adding users to folders and granting relevant permissions
- Annual recertification of folders and users who have access
- On-boarding and off-boarding of permanent staff and contractors: Assisting the line manager to raise position numbers
- Raising staff numbers
- Ensuring all contractor engagement documentation is stored appropriately
- Ordering of IT equipment for the new joiner
- Arranging collection of IT equipment through off-boarding process
- Providing day 1 IT set-up
- Legal invoice processing including: Raising accrual billing reports on specific matters
- Liaising with accounts payable for payment status updates
- Accessing Legal Tracker and retrieving supplier invoice copies and Legal Tracker approvals
- Adding external matter participants to Legal Tracker matters
- Primary point of contact for Law Firms regarding e-billing
- Raising purchase orders (Fusion experience not essential but desired) and liaising with the procurement team
- Work closely with resolving matter creation issues with the Legal offshore team
- Assisting lawyers with amending budgets and closing matters
- Assisting lawyers with clearing audit flags
- Administrative TasksCreating & maintaining team organisation charts and ensuring they are stored in the relevant areas
- Preparing documents, presentations and spreadsheets on house style (Word/PowerPoint/Excel)
- Escalation of IT issues to the clients IT Helpdesk
- Point of contact for team inbox and general queries (ensure requests are dealt with in a timely manner)
- Monitoring and distribution of team post
- Preparation and distribution of agendas and attending team meetings
- Organising events and team socials
- Ad-hoc requests such as (but not limited to):Ordering stationery & IT equipment (headsets etc.)
- Liaising with Facilities Management for any work environment requests
- Arranging couriers of original legal documents
- Scanning & archiving of original legal documents
- Maintaining email distribution lists
- Knowledge, Experience & Skills Proficient in IT packages (Word, Excel, Powerpoint, Sharepoint)
- Previous Team Assistant experience
- Proactive diary management, including rescheduling conflicting appointments using judgment
- Ability to plan and organise workload, taking into account conflicting priorities
- Strong relationship skills / ability to communicate effectively both in writing and verbally
- Ability to deal with internal and external clients and to act as a gate keeper for your coverage team
- Ability to prioritise and deal with multiple requests at one time
- Ability keep calm under pressure
- Ability to work accurately under pressure of tight deadlines
- Judgment and decision-making ability
- Proactive approach and forward-thinking ability
- Ability to maintain our clients internal controls and standards and under due diligence checks
- Ability to work independently
