Executive Assistant - 3 days/week London, England
Job description
Job Purpose:
To provide professional and proactive administrative services to enable the attorneys to work effectively on a day-to-day basis by making the best use of their time and available resources to achieve the department's goals.
This is a part-time job-share role: three full days per week, with no foreseeable prospect of the role becoming full-time. The required days are Monday, Tuesday and Wednesday.
Job Background/context:
The EMEA Legal division is a critical part of the Citi organisation and many of the processes within Citi. It provides a wide range of services, support and advice to many business areas.
Key Responsibilities:
- Extensive diary management in Outlook, arranging internal and external meetings and conference calls.
- Providing support to attorneys in the department, including preparation of word documents, spreadsheets, and presentations.
- Processing internal budget requests for law firm fees, liaising with law firms to update matter numbers and resolving invoice queries.
- Management of emails, prioritising & responding as appropriate.
- Undertake routine administrative tasks such as filing, photocopying, scanning and collating of information.
- Booking internal meeting rooms.
- Booking travel & submitting expenses claims.
- Co-ordinating team holidays & holiday chart.
- Occasional archiving and retrieval of files.
- Helping with IT issues including logging tickets with the Technology team.
- Extensive ad-hoc duties as required.
Person Specification
Knowledge/Experience:
- Extensive experience in an office environment.
- Well versed in office administration and a good command of the English language, grammar and spelling.
- Document preparation and typing skills.
Skills:
- Excellent knowledge of IT software packages including Word, Excel, PowerPoint & Microsoft Outlook.
- Fully competent in all of the activities outlined in this profile.
Competencies
- A good problem solver
- Good communication skills, both written and verbal.
- Capable of working under pressure, using own initiative and with minimal supervision.
- Strong organisational and administrative skills.
- Ability to work in a team environment and handover work efficiently and effectively in a job share role.
- Ability to prioritise tasks and establish deadlines.
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Job Family Group:
Business Strategy, Management & Administration-
Job Family:
Administrative Support-
Time Type:
Part time-
Citi is an equal opportunity and affirmative action employer.
Qualified applicants will receive consideration without regard to their race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
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