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Job Overview
To provide secretarial and administrative support to 2 partners (Simon Bevan, Andrew Waters) and 2 managers (Simon Wax, Rob Plews) and become an integral member of the support team in LG1.
Duties and Responsibilities
Diary management – including arranging and co-ordinating meetings, liaison with delegates (both internal and external) and their secretaries, the booking of meeting rooms and refreshments as necessary.
Collection of visitors from reception as required.
Telephone – acting as the first point of contact for clients and contacts, dealing with routine enquiries and cold calls, screening calls, taking accurate messages and ensuring that they are passed on promptly.
Maintaining contact details on the firm’s software packages and dealing with “local” marketing campaigns on a regular basis.
Proactive partner email management – responding on behalf of partners where necessary and completing tasks where possible, accepting invitations and deleting group information emails once printed out.
Organise travel arrangements and documentation as necessary.
Documentation – the management of the creation and update of all general correspondence, bills and reports (audio and copy typing), and the composition of routine correspondence, as necessary – to the firm’s documentation standards, whilst complying with high standards of accuracy.
Preparation of material for internal and external presentations, including research on the firm’s information systems and externally on the Web.
Ensuring that all work is completely promptly and prioritised appropriately.
Dealing with partners’ and managers’ expenses as required.
General administration assistance to partners and managers including maintaining systems regarding information, records, actionable and brought forward items, as well as the sending of facsimiles, filing, etc.
Provision of secretarial assistance when other support members are unavailable, as directed (e.g. phone cover, message taking, buddy system).
Requirements of position
Full understanding of client communication and needs through receiving calls and accurate message taking, meeting and greeting and actively researching clients.
Ability to prioritise workloads and complete any administration surrounding new and existing clients.
Ability to work under pressure
Ability to deal with sensitive information
Advanced Word skills
Fast, accurate typing (including audio) – at least 65 wpm
Spreadsheet skills
Knowledge of presentation packages, eg, Powerpoint
Professional appearance
Experience of working as part of a team.
Ability to organise travel arrangements and client events / semi
Some sales / business development experience would be beneficial
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