Executive Assistant to Head of Division

Owen Reed
City Of London, London
10 Jul 2017
08 Aug 2017
Contract Type
Full Time
Executive Assistant to Head of Division

Owen Reed are recruiting for a Executive Assistant to join a top law firm in London.  The Executive Assistant will provide 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 of the Executive Assistant
General Administration
Proactive organisation of HOD’s management workload including inbox and scheduling of all meetings and ensuring arrangements are in place and relevant documents are printed.
Coordination of monthly Divisional Management Meeting including preparation of agenda, associated papers, taking minutes and following up action points.
Producing outgoing communication and documents 
Filtering incoming communication, proactively and courteously dealing with queries
Answering and screening telephone calls 
File management system including e-filing for all emails, hard copy correspondence and documents

Liaison with Finance to ensure timely circulation of financial information 
Coordination of the annual Divisional budget and salary review process
Monitoring and updating of Divisional charge-out rates
Monthly review of fee earner time recording
Administration of the Divisional training budget 

Person Specification
A proactive self-starter confident working across all levels of the organisation
Previous experience of process management and improvement
Articulate with excellent communication skills
Ability to communicate at all levels of the business
Demonstrate strength of character, resilient and tenacious in the face of challenge and resistance
Good organisational skills
Good numeracy and literacy skills
Ability to take accurate minutes