Executive Assistant to Head of Team (Real Estate) – Capital Law Ltd
We’re looking for a proactive and highly organised Executive Assistant to provide maternity cover for 9 to 12 months, supporting the Head of our Real Estate team. This is a varied and fast-paced role, ideal for someone with excellent communication skills, discretion, and the ability to juggle multiple priorities. You’ll play a key role in ensuring the smooth day-to-day running of the team, providing high-level administrative support, managing diaries, coordinating meetings, and acting as a key point of contact for internal and external stakeholders.
Responsibilities
* Provide high-level executive, research and project support to the Head of Team.
* Proactively oversee schedules and workload, ensure the HoT is prepared for meetings, organise meetings, prepare agendas and take minutes.
* Follow up pre- and post-meeting actions and complete tasks as directed.
* Maintain an overview of key issues and work requiring attention, prioritise and resolve issues as they arise, and ensure time-sensitive tasks are completed.
* Develop and maintain effective systems to organise and manage the flow of work to and from the Head of Team.
* Collate and circulate papers for Board, Operations Group and Leaders meetings, and prepare other reports as required by the Head of Team.
* Develop and maintain strong working relationships with all departments, including HR and Marketing.
* Support HR processes including career development and follow-up actions.
* Coordinate with the Academy to ensure team requirements are met, training, supporting continuous improvement and development.
* Generate reports from the Learning Hub and follow up on incomplete compliance training.
* Coordinate events (conferences, seminars, workshops, meetings) in collaboration with the Travel team, including BD forms, hotel bookings and related logistics.
* Manage monthly credit card statements and personal expenses with receipts, budgeting codes and proper filing.
* Organise team social events.
* Other projects and tasks as directed by the Head of Team.
You’ll need
* Good initiative and problem-solving ability, offering solutions and confidently managing upwards.
* Excellent written and oral communication skills; confident communicating at all levels internally and externally.
* Excellent organisational skills, attention to detail, ability to multi-task, prioritise a high-volume workload and meet deadlines.
* Ability to work well under pressure, adapt to changing requirements and identify opportunities for improvement.
* Team-focused with a flexible and collaborative approach, but also able to work independently with minimal supervision.
* Strong client-focused approach with drive and enthusiasm to provide excellent service.
* Excellent IT skills (Microsoft Word, Excel, PowerPoint, Outlook).
* This job description is not an exhaustive list of responsibilities and requirements; some duties are team-specific.
In return, we offer
You will have the option to work between home and the office as required.
Health and wellbeing
Cycle to work scheme, in-person and virtual yoga, subsidised on-site weekly chiropractor visits, wellbeing events and our “Time to Move” scheme offering time away from desks and more.
We are a fast-growing and ambitious firm with a supportive career development programme and promotion opportunities twice a year for our lawyers.
Excellent rewards and benefits
Competitive pension scheme, annual leave entitlements, comprehensive health plan, life assurance, option to buy/sell annual leave, recognition scheme, onsite Chef – free lunch on Mondays and Tuesdays, shower facilities, regular social events, and more.
A great location and working environment
Cardiff is a fantastic place to live and work. Our city centre office is in a convenient location with access to the Welsh countryside.
We are committed to an inclusive work environment, value equality and diversity, and treat all applicants and colleagues fairly regardless of age, gender, disability, ethnicity, religion or beliefs, marital status and civil partnership, sexual orientation, pregnancy and maternity. We have no tolerance for discrimination. Here, we can be ourselves, succeed on merit, and grow with people from all walks of life.
Important Notice to Recruitment Agencies
Please note Capital Law operates a Preferred Supplier List (PSL) for recruitment. We do not accept unsolicited CVs from agencies not on our current PSL. If a CV is submitted outside of our current PSL, we reserve the right to contact the candidate directly without agency fees.
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