Job Summary: We are seeking a highly organised and proactive Executive Assistant to support our Private Client and Business Services teams. The ideal candidate will be responsible for managing diaries, liaising with clients to book appointments, handling phone calls, and performing various administrative tasks to ensure the smooth operation of the team’s daily activities.
Key Responsibilities:
* Diary Management:
o Manage the team’s diaries, including booking appointments and specifying details such as Office, Zoom, Teams, or Telephone meetings.
o Schedule client call-back appointments in the designated time slots, ensuring efficient time management.
o Mark out preparation and lunch times as required.
* Client Interaction:
o Liaise with clients to obtain and administer AML documents, including meeting them in person.
o Answer all calls and assist clients as needed, diverting or taking messages as appropriate.
o Document any assistance provided on email, save to the relevant matter, and copy the relevant person on the email.
* Administrative Tasks:
o Opening and closing files, including preparing precedent engagement paperwork.
o Raising invoices as directed by fee earners and sending them to clients.
o Update accounts and manage disbursement CTOs.
o Administrative support preparing court documents, including bundles and witness statements.
* Practice Management Tasks:
o Perform bank reconciliation and handle cheque deposits.
o Maintain monthly figures and conduct land registry checks.
o Pay office bills and chase aged debts.
o Organise quarterly company socials.
o Help plan and deliver BD/networking events.
o Administrative assistance to the COLP, AMLRO and COFA in regular ongoing reviews of policies and procedures.
o Managing the firm’s holiday records.
Ad hoc work can also include managing trust record reviews, update the website, organise client work, and manage office stationery.
Qualifications:
* Proven experience as an executive assistant or in a similar role.
* Excellent organisational and time-management skills.
* Strong communication and interpersonal skills.
* Proficiency in Microsoft Office Suite and other relevant software.
* Ability to handle confidential information with discretion.
* Attention to detail and problem-solving skills.
Working Hours:
* Full-time position with standard working hours from Monday to Friday.
Location:
* Based in our office with occasional remote work as required.
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