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Owen Reed Legal Recruitment

Executive Assistant (BD) 

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Owen Reed Legal Recruitment

Executive Assistant (BD)

  • Permanent
  • London
  • 40000-£45000 USD / Year
  • Salary: £40000-£45000

Website Owen Reed

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Owen Reed are recruiting a Business Services Executive Assistant within the Business Development (“BD”) department within the Business Services function, based at the firm’s Head Office in London. The Business Services Executive Assistant will provide professional and client-focused support to the Heads Of
BD primarily, as well as support across the whole department as required. The BD department is responsible for Communications and PR, Research and Insight, Digital, Pitching and Global Client Development.

This role will support the Global Client Development and Comms teams with a 60:40 split between the two teams in two different locations in the London office. The Business Services Executive Assistant role will include undertaking complex tasks and projects, providing day-to-day support and playing a critical role in Executive Assistant – BD (Perm) managing all routine and daily departmental administrative tasks. As with all client-led industries, a
degree of flexibility is required.

KEY RESPONSIBILITIES
Whilst not an exhaustive list, the key responsibilities of this role are set out below.
Being a point of contact for the BD team and providing PA support to certain of the BD leadership team.
Proactively manage diaries and emails, including highlighting and rectifying clashes, ensuring Outlook invitations are responded to and understanding the Head’s priorities for the day and individual preferences.
Organise internal and external meetings, to include law firm meetings, regular team meetings/social events, including all ancillary arrangements such as booking meeting rooms and refreshments and proactively preparing any necessary paperwork. Attend these meetings and
progress action points as appropriate.
Supporting on certain compliance projects including the Code of Business Conduct and Due Diligence Programme.
Managing the International “Master Events List”.
Arrange all team business travel, including ordering currency and creating itineraries and maintaining up-to-date knowledge and training in relation to the current travel booking policies and procedures.
Maintain and monitor the team’s budget, process all payments and expenses and keep records of what has been paid.
Manage and monitor team holidays, sickness and other absences where appropriate, ensuring they are kept up to date in the HR absence calendar.
Update team email distribution lists and team specific documents where necessary.
Update the team intranet pages (OneNet) to ensure key information, contacts and rganisational/structure charts are created and maintained.
Maintain and update process and procedure manuals and suggest improvements for greater efficiency where appropriate.
Provide Executive Assistant support to the BSD/Heads Of on initiatives, projects, programmes, conferences and events and departmental strategy, building a comprehensive knowledge of both cyclical departmental activities and ongoing projects.
Liaise with other business services Executive Assistants, and Practice Support Managers in the legal groups, to ensure collaboration,
sharing of ideas and best practice, consistency of approach and to work as a seamless Executive Assistant function for the firm.
Provide team support to cover absences for other business services Executive Assistants and during times of increased workload.
Provide administrative support for new joiners to the department where relevant, including arranging introductory meetings and induction schedules.
Draft, create, amend and format high quality correspondence, letters, documents, agendas, reports, presentations, diagrams and spreadsheets.
Support the Comms team to deliver the Weekly ONE internal newsletter on the firm’s email and intranet platforms.
Provide central admin for the ‘Around the Firm’ Carousel of content posted to the homepage of OneNet the firm’s intranet.
Liaise with Digital Team to access regular reports on performance of the Weekly ONE digital newsletter.
Track and produce media coverage reports for the Comms team using media monitoring platform.
Act as a change champion and firstresponder, supporting issues and challenges experienced by BSD’s and Heads Of following the introduction of new processes and systems.
Provide general administrative support, such as minute taking, fielding queries, processing expenses, filing, printing, photocopying and scanning. Liaising with facilities and premises on office moves, health and safety requirements.
Maintain a comprehensive knowledge of, and ensure compliance with, quality standards, and the firm’s policies in general.
Undertake additional ad hoc duties to support the group, as identified by the team Head and as necessary.
Inputting and maintaining Dynamics content for key contacts.

KEY SKILLS & BEHAVIOURS
The Executive Assistant will also be expected to display the attributes set out under the firm’s Key Behaviours for Business Services staff for this level of role.
Excellent attention to detail and use of grammar.
Excellent interpersonal and communication skills and the ability to work well within a team/be a strong team-player, and to interact at all levels.
Ability to build strong relationships with internal and external clients.
Commercial acumen and a solution-focused attitude.
Accuracy and pride in their work product.
Collaborative and supportive of the business and its initiatives, and a willingness to get to grips with new technology, taking the training opportunities provided by the firm.
Proficiency in all Microsoft Office packages.
Fast and accurate touch typist.
Resilience and ability to work in a fast paced, high demand environment.
Knowledge of or ability to learn basic, dayto-day aspects of email marketing and intranet systems like Concep and SharePoint.
The ability to confidently manage and prioritise a varied workflow, and to remain proactive and flexible at all times.
The ability to anticipate and identify potential problems and provide innovative solutions.

Excellent organisational skills, with the ability to multi-task, keep calm under pressure and work to tight deadlines.
Experience of working in a diverse team whilst fostering an inclusive team culture.
Adaptable and open to change and a willingness and confidence to make suggestions for change where appropriate.
High level of professionalism and integrity; displaying the highest standard of professional ethics.
Business Services Development
We offer a variety of learning and development opportunities to members of our Business Services team, including sessions open to everyone on topics ranging from personal impact and resilience to written communication. We also run a series of development programmes for supervisors and managers, as well as various bespoke team and one-to-one sessions.
Firm-wide talks and events
We hold general interest sessions throughout the year, which are open to everyone at the firm. Recent topics have included mental health and wellbeing, mobile phone security and artificial intelligence.
Our Network of Networks
The firm has eight diversity networks run by employees and supported by partners. Collectively, we form a Network of Networks, and our aim is to foster a spirit of inclusion, both amongst the networks and the firm more widely. We work collaboratively to create a more open minded and inclusive work environment.
We strive to make people feel comfortable about bringing their authentic selves to work.
Each network offers an informal support mechanism for employees with shared backgrounds, perspectives or interests and hosts a number of exciting
formal and informal events throughout the year, which are open to everyone. They’re a great way to meet new people in the firm, as well as to celebrate
difference and learn about a variety of experiences and perspectives.

To apply for this job email your details to jane@owenreed.co.uk

Owen Reed Legal Recruitment

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  • I have used Owen Reed for many years now, mostly dealing with Jane who has been fantastic, consistently working hard to secure me a position. More recently, Anna (and Archie, who I must say is fabulous at preparing candidates for interview!), has been looking after me, staying in touch and keeping me updated with developments. Between us all we have managed to find me a brilliant opportunity, I am so happy! Owen Reed are my absolute go-to agency as they genuinely care about finding their candidates their perfect job.

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    July 4, 2022

    Amazing experience with Anna at Owen Reed who successfully secured me a fabulous job ! Thank you to Anna for all your support and guidance!

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    June 30, 2022

    Great service from Archie start to finish. Coached throughout the whole process kept informed in a timely manner very approachable and professional. Would highly recommend Owen Reed.

    thumb Daaen
    June 28, 2022
  • Spoke with Archie and she’s been the best recruitment person I’ve worked with. I went from having no job offers in three months to three in a week. Guided me through interviews and prepped me for potential questions so there wouldn’t be any awkward gaps or silences. Changed my whole approach when speaking to interviewers and my only regret is not speaking to Archie sooner 🤝

    thumb Aidan Hall
    June 21, 2022

    Working with Archie was one of the best experiences because she was amazing when it came to preparing me for interviews as well as ready and willing to answer any and all questions. Her help will be something I will always remember and would 100% recommend anyone to work with her!

    thumb Sasha Lewin
    June 14, 2022

    I have been thoroughly impressed and a little blow away by the support received from Archie of Owen Reed. She first approached me about a couple of roles she was recruiting to and once it was decided that she would forward my resume to a prospective employer, supported me in every aspect of the process. She has kept me fully informed, has supported me with interviewing notes and a question and answer session and has given me 'confidence building chats' in preparation of my interview. Suffice to say, after having 2 interviews, I was offered the role which I am super excited about. Cannot thank Archie enough for her support. Would recommend her to anyone seeking a new Legal PA/EA role - she is great and an asset to Owen Reed. May you go from strength to strength Archie . . . thank you!

    thumb Dee Dee
    June 7, 2022