Owen Reed are recruiting for a EA Team Leader/EA Float to join a top law firm based in Charing Cross.
This role will be a 50/50 split.
The EA will report to the MA & EA Manager. The EA will enable the effectiveness of the Partners they are supporting in these partners’ missions to create the strongest client relationships, deliver commercially and work with teams.
Job specification of the Executive Assistant
EA Team Leader (50%)
Recommend permanent allocation process for EA group, and decide solutions in consultation with EA & MA Manager
Coordinate working from home days for EA team and decide holidays up to 3 weeks, days in lieu and unpaid leave up to 1 week, and agree appropriate cover
Recommend holidays over 3 weeks, and agree appropriate cover with EA and MA Manager
Ensure supporting documentation is received and forwarded to relevant parties
Maintain central holiday schedules, ensuring viewing access for all necessary parties
Work with the MA Team Leader to ensure adequate cover is in place for holidays/sickness etc.
Monitor absence and conduct Return to Work meetings after period of illness, escalating to EA and MA Manager where needed
Act as central point of contact for allocations requests and changes for those EAs allocated
Regularly assess workload and decide alterations where necessary for allocated EAs and EA Float team
Provide updated EA allocations information to the office on a regular and timely basis
Act as a coach & mentor to allocated EAs and EA Floats
Manage the performance of allocated EAs and EA Float teams through effective feedback processes
Facilitate Partner allocation check-ins and feedback to both parties
Develop EA specific training e.g. BDPs, Induction materials alongside MA & EA Manager
Coordinate input and write probationary, interim and annual reviews for allocated EAs and EA Float team
Liaise with MA & EA Manager and HR to agree overall message, rating and bonus for allocated EAs and EA Float team
EA Float (50%)
Successfully manage a hectic and ever evolving diary, proactively predicting when schedules are likely to change and making adjustments where necessary. Ensure all participants are fully informed of all changes. Re-scheduling complex meeting and travel itineraries at short notice.
Co-ordinate sophisticated travel itineraries and administering the timely procurement of visas and other travel documentation. Providing detailed travel itineraries (as required) and ensuring that relevant business material pertaining to each trip is collated and presented well ahead of time.
Prioritise and edit all incoming communication, composing responses or redirecting as appropriate, alerting where further action is required and prompting when due. Email, voicemail and telephone calls are used extensively to plan and manage the workload, and it may be necessary to screen all incoming communications, and proactively deal with questions and information requests.
Build and maintain co-operative relationships with clients and colleagues of all levels both internally and externally. Prudently handling confidential and highly sensitive information on a regular basis and acting as a discreet sounding board for the Partner and other colleagues.
Proactively assist partners in relationship building efforts by knowing who their priority contacts and companies are and setting up regular check-ins to create and maintain a relationship management plan for these priorities
Manage expenses and timesheets on a regular basis
During regular communication updates provide overview on diary appointments, etc.; the managing of their “to do” lists and generally being proactive in thinking about what you can take on in order to leverage their time.