Commercial Executive Assistant

Oxford, Hybrid working to £32,000 (£35k inc yearly bonus) - extensive benefits

The role

Executive Assistant roles are based within the Executive Support Services team which is responsible for supporting all areas of the business. The role reports to the relevant office’s Executive Support Manager who is responsible for providing a high quality support service to the lawyers, utilising available resources as appropriate. The role is based within the firm’s Corporate and HR and will work alongside the Document Production Specialists and Administration Assistants. You will be providing support to a high number of fee earners within the department.

The person

This is a busy and challenging role and to be successful your background will probably include:

• Experience in a similar role, such as a PA or Secretary and ideally within a similar environment
• Experience of providing support to multiple people i.e. diary management, arranging travel/events
• Excellent knowledge of Microsoft Office systems; Outlook and Word

In addition, the role requires someone who:

• Ability to work as part of a team and establishes good working relationships
• Excellent planning and organisational skills
• Flexible and willing to work additional hours as the role demands
• Provides outstanding client service at all times
• Able to communicate clearly and effectively at all levels
• Excellent presentational and attention to detail skills
• Remains calm under pressure

The Activities

• Work closely with the lawyers, supporting colleagues with all aspects of the firm’s core value of strong client relationships, anticipate and consider client needs and ensure comprehensive notes are available for any ongoing items
• Deal with all calls and queries in a professional manner, take clear and concise messages and ensure these are dealt with in a timely fashion
• Prepare and distribute agendas, itineraries and meeting papers including chasing any pending items to ensure lawyers have adequate time for planning
• Think ahead of lawyer needs to free them up from administration tasks and actively assist with marketing initiatives

Business Management

• Ensure lawyers’ diaries are managed, including organising/arranging events/travel, ensuring all ancillary arrangements made, work and activities are scheduled
• Manage and monitor lawyers’ inboxes including for planned and unplanned absence where possible reducing email volume by responding to emails and filing on worksite
• Planning and managing work flow delegating appropriately ensuring you are fully aware of the workloads of others, including flexibility to going the extra mile for work to be completed
• Ensure outstanding attention to detail, sense and quality check all work and identify quality issues and address problems prior to lawyer review
• Understand and support end to end billing process to assist lawyers

Pre-employment screening

Please note that, in the event that an offer of employment is made, a conduct pre-employment screening that includes checks relating to your professional and academic qualifications, references from previous employers, your eligibility to work in the UK and any disciplinary history recorded with the Solicitors Regulation Authority. You will also be required to complete a self-declaration to access your character and suitability.