EA To Head of Real Estate - £50,000 !!!!

Recruiter
JM Legal Ltd
Location
City of London, London
Salary
49000.0000
Posted
09 Jul 2017
Closes
08 Aug 2017
Sector
Legal
Contract Type
Permanent
Hours
Full Time
EXECUTIVE ASSISTANT TO HEAD OF THE REAL ESTATE OF A LEADING INTERNATIONAL LAW FIRM IN THE CITY

Salary up to £50,000

1:1 support to the Head of Division including daily interaction with Senior Management and related Business Support Groups including Finance, HR, Marketing, Facilities and IT.

KEY RESPONSIBILITIES
General Administration:
*Proactive management of HoD's workload (both management and client) including inbox and diary management. Scheduling of all meetings and ensuring arrangements are in place and relevant documents are printed.
*Coordination of bi-weekly Divisional Management Meeting (ManCo) including preparation of agenda, associated papers, action tracking, follow up and production of Executive Summary.
*Producing outgoing communication and documents as instructed by the HoD.
*Filtering incoming communication, proactively and courteously dealing with queries, evaluating priority and responding where possible and appropriate
*Answering and screening all telephone calls, dealing with queries arising, forwarding matters as appropriate and relaying detailed and accurate messages
*Developing and maintaining a robust file management system including e-filing for all emails, hard copy correspondence and documents
*Working closely with HoG secretaries to ensure joined up approach

Communication & Information Flow
*Responsibility for the drafting and production of regular Divisional update on behalf of the HoD.
*Liaison with Central Management to identify and assist with dissemination of key firm wide messaging.
*Production of quarterly Divisional report for ExCom.
*Maintain accurate records of key Divisional information including key dates, full staff lists, leavers, joiners, maternity and sabbaticals.
*Development, population and maintenance of Divisional intranet page liaising and coordinating with HoG secretaries re Group level information.

Process Management
*Assist with preparation of papers for succession planning and annual promotion process working closing with HR and Finance
*Coordinate and oversee the annual fee earner and partner appraisal process to ensure all are conducted in a timely manner and within given timescales.
*Manage ad-hoc projects as required by the HoD.
*Working with the Secretarial Services Manager to identify areas for improvement and/or best practice.

Finance
*Liaison with Finance to ensure timely circulation of financial information to assist with analysis of utilisation, realisation, lockup, net and gross margin, etc so as to keep the Head of Division informed about performance.
*Coordination of the annual Divisional budget and salary review process
*Monitoring and updating of Divisional charge-out rates, updating regularly and agreeing rates for new joiners.
*Monthly review of fee earner time recording
*Administration of the Divisional training budget including authorisations, logging and reconciliation.

Person Specification
*Previous experience within a partnership essential, preferably a law firm
*Strong working knowledge of Microsoft Office suite of products, particularly Excel, Word and Powerpoint.
*Some financial experience and commercial understanding would be beneficial

For more information please contact Adam @ JM Legal