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Executive Assistant - Entertainment & Media

Type: Permanent
Salary: Up to £42000
Location: London

Owen Reed are recruiting for an Executive Assistant (EA) to join the Entertainment & Media team.

Overall purpose of role    To provide a high quality, comprehensive EA service to fee earners in the practice

Salary            £40,000-£42,000

Contract Type (Perm)    Permanent

DESCRIPTION

Key Responsibilities

Meetings and Travel Management

• Manage fee earners’ calendars

• Arrange conference calls, meetings, VCs, catering 

• Coordinate all travel arrangements, including taxis, accommodation and expense forms as appropriate

•  Prepare and collate papers ahead of meetings


Administration

• Deal with incoming and outgoing mail

• Monitor emails promptly as required and forward/action as necessary

• Establish and maintain effective and accurate filing systems (both hard copy and electronic) 

• Assist in opening new clients and matters as required


Customer Service

• Deal with internal and client calls in a timely, confident, helpful and polite manner, passing on accurate messages promptly and actioning where necessary manner

• Keep client contact details as up to date as possible


Document Production & Technical skills

• Produce, format and edit legal documents efficiently and accurately sourced through digital dictation, hard copy and audio

• Prepare PowerPoint presentations and Excel spreadsheets 

• Draft simple correspondence 

• Undertake photocopying, scanning and faxing 


Teamwork

• Attend training courses as required

• Attend EA meetings as required to keep up to date with firmwide procedures, current issues and add value to the secretarial practice

• Contribute to the team being proactive and helpful to colleagues and other fee earners by providing assistance during busy periods and covering for other fee earners in colleague’s absence

• Effectively manage and prioritise work


Billing

• Assist in monitoring the billing process as required

• Assist in preparation of bill narratives and draft cost details as required

• Raise, monitor and issue appropriate cheques for clients or third parties as required

• Record time for fee earners in their absence or as required


KEY SKILLS, ATTRIBUTES AND EXPERIENCE:

Skills

• Strong PA skills

• Excellent communication and interpersonal skills

• Extensive organisational skills and attention to detail

• Able to manage pressure and conflicting demands on time

• A committed team player

• Proactive and enthusiastic

• Commercially aware


Practical Experience/Academic Qualifications


Minimum of 5 GCSEs or equivalent including English and/or a minimum of 2 years’ secretarial/EA experience in a corporate/professional services environment 


Office Skills

• High level of proficiency with Microsoft Office specifically:

• Word and Outlook

• Some knowledge of Powerpoint and Excel

• Typing speed of at least 60 wpm


Clients/Customers

Customer Service – provides high quality and timely customer service

Innovation & Improvement - Acts on ways  to add value to the team and Firm


Business Skills

Thinking & Planning – is highly organised and thoughtful in his/her approach to work

Judgement & Professionalism – demonstrates appropriate workplace behaviour

Communication –communicates effectively orally and in writing


Citizenship

Teamwork & Collaboration – maintains good relationships with co-workers

Developing Self & Others – addresses own developments needs and assists others to develop


Functional Skills

Ability to understands the organizational structure of the Firm including office locations, roles and responsibilities of key people and firm strategy

Able to utilise accounting, operational and administrative applications as relevant to area of responsibility

Able to understand legal industry requirements and guidelines as relevant to role

Can identify and classify legal documents, and organise and file them according to standard firm practice

Able to file documents electronically with third parties

Ability to maintain accurate court information regarding local rules and procedures for the different courts and jurisdictions serviced

Can understand the basic terminology and transactions of applicable practice area and clients

Able to understand the client engagement process and ensure compliance of time and expense reporting requirements.


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