Job Description
Location: London-City & Docklands
Division: ROC Executive and Personal Assistants
Job Summary:
To provide administrative support to an executive, assisting with day-to-day operations, managing schedules, and ensuring efficient communication and coordination within the organization. The role requires a high level of professionalism, discretion, and organizational skills.
Duties and Responsibilities:
1. Manage the executive's calendar and schedule appointments, meetings (physical location & online), and travel arrangements (including the booking of flights and accommodation), considering priorities and time constraints.
2. Screen and prioritize phone calls, emails, and other correspondence, handling them promptly and professionally.
3. Message stakeholders on the executive's behalf and liaise with business partners.
4. Prepare and edit documents, reports, presentations, and correspondence, ensuring accuracy and adherence to organizational standards.
5. Marking up any legal contracts (distribution, licensing, service agreements etc.)
6. Coordinate and arrange Board and other meetings, conferences, and events, handling logistics, invitations, agendas, and follow-ups.
7. Take meeting minutes, transcribe and distribute them to relevant stakeholders, ensuring clear and concise documentation.
8. Conduct research, gather data, and prepare briefing materials for meetings, presentations, and reports.
9. Maintain filing systems, both physical and digital, organizing documents and ensuring easy retrieval.
10. Handle confidential and sensitive information with the utmost discretion and professionalism.
11. Liaise with internal and external stakeholders, including clients, suppliers, and colleagues, to facilitate communication and coordinate activities.
12. Assist in preparing and monitoring budgets, expense reports, financial documents, assisting with bank reconciliation and submitting and reviewing staff expenses.
13. Assist in preparing investor and internal slide decks.
14. Follow-up with other staff members to ensure periodic reporting is done in a timely manner.
15. Perform general administrative tasks, such as ordering supplies, managing office and exhibition equipment, processing invoices and expenses, maintaining international tax calendars.
16. Organise contractors as required, scheduling fire and health and safety checks, maintaining the relationship with the building landlord.
17. Handle personal matters and errands as directed by the executive, always maintaining confidentiality.
Requirements:
1. Proven experience (minimum 5 years) as a Legal PA or similar role, preferably supporting senior executives.
2. Comfortable reviewing legal documents.
3. Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
4. Strong written and verbal communication skills, with attention to detail.
5. Proficient in using office software and tools, including Microsoft Office Suite (Word, Excel, Outlook and excellent with PowerPoint) and digital calendars. Knowledge of Concur and NetSuite preferred.
6. Discretion and confidentiality in handling sensitive information.
7. Professional and polished demeanour, with excellent interpersonal skills.
8. Ability to work independently and as part of a team, with a proactive and positive attitude.
9. Flexibility and adaptability to handle changing priorities and multiple tasks.
10. Knowledge of office management procedures and basic accounting principles is a plus.
11. A relevant bachelor's degree in business administration or a related field is preferred.
12.
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