personal assistant London, England
Job description
This role is to provide to PA support (non-legal) to an allocation of senior stakeholders at Fieldfisher HQ based in the City of London.
At Fieldfisher, led by the social model of disability, we are working towards removing accessibility barriers and maximising disability and neurodiversity inclusion in our recruitment processes.
Should you have any accessibility requirements, please contact a member of Fieldfisher's Recruitment Team who will work with you to implement suitable adjustments at any stage of the recruitment process. All conversations are treated in the strictest of confidence and we would appreciate your feedback to ensure we can provide an accessible and enjoyable recruitment process.
For accessibility information on our London offices, please visit our website:
https://www.fieldfisher.com/en/locations/united-kingdom/contact-us/offices/accessing-fieldfisher-london
What can you expect?
Responsibilities
Diary management:
- Arranging internal and external meetings
- Managing diaries ensuring any clashes are resolved.
- Preparing required materials for meetings and events.
- Keep up to date with Director's location and their availability.
- Co-ordinate travel on behalf of Directors and prepare travel packs.
- Ensure business travel information is entered into calendars.
Email management:
- Monitor Director inboxes as may be required Drafting response e-mails as appropriate
- Communicate regularly with Director to ensure that both parties are clear on priorities and what is on the 'to do' list.
- Conduct research as directed.
- To undertake limited typing i.e. urgent short documents (digital and non-digital dictation).
- Proactive client or service provider liaison including take messages, pass on information and deal with simple queries. Forging relationships where appropriate.
- Pro-actively delegate work to the relevant resource e.g. Document Production team, Practice Administration or Concierge to ensure that PA time is maximised and the PA model is being adhered to.
- Organisation of meeting agendas, presentations and meeting papers ensuring they are distributed to relevant fee earners to enable them to have adequate preparation time.
- Attend relevant meetings taking minutes and/or action points. Distributing them within agreed timeframe and ensuring any Actions are updated as may be appropriate.
- Coordinating and organising smaller events or client meetings (those for up to 20 people).
- Coordinating and organising larger "all Team" events
- Booking meeting rooms for events using the online Condeco system or via Reception, as may be appropriate. (All Seminar room bookings must go through Reception, and then be approved by Events).
- Organising conference calls on behalf of Directors in a timely fashion.
- Organising transport, accommodation and related documentation for international travel as required. Produce itinerary as appropriate.
- Assisting with workload of team members within Central Management Team and as may be required.
- Supporting and mentoring new members of the team as required.
- Any additional ad hoc tasks as required.
A bit about you
- Experienced PA with a minimum of 3 years' experience supporting senior stakeholders.
- Must possess excellent diary management, organisation and prioritisation skills.
- Must be able to communicate effectively and build good relationships with clients and staff within the firm.
- Must work well as part of a team.
- Must be a competent, fast and accurate typist.
- Professional telephone manner and the ability to accurately record and pass on messages.
- Sound technical skills in the following areas - Microsoft Office IT skills (Word, Excel, PowerPoint, Publisher, Outlook - Fieldfisher uses Microsoft 2010)
Our people are at the core of what we do. Fieldfisher's benefits package is designed to enable all colleagues to thrive in an inclusive and supportive environment. These benefits range from private health insurance, life assurance & income protection, flexi-gym discounts, season ticket loans, bike-to-work loans, electric vehicle scheme and much more.
Fieldfisher HQ is based in the vibrant and thriving City of London, which has something for everyone. Offering excellent commuter links based a 5-minute walk away from Monument and Bank tube stations. Views overlooking the River Thames and Tower Bridge from our 9th floor terrace, open plan workspaces that encourages a sense of camaraderie, hybrid working and hot-desking, discounted coffee in our on-site cafe, bike storage, shower facilities and much more.
We have diverse teams made up of our Partners, Lawyers and Business Services Professionals, collaborating to provide outstanding service to our clients, working across our many different sectors and practice areas.
We understand the importance of collaboration outside of work with lots of different clubs and networks for our people to get involved in, including quiz nights, book club, choir, firm-funded yoga, fitness challenges, football teams, and inclusive events with our nominated charity partners. If you would like to know more, chat with our recruitment team or visit our social media channels to see for yourself!
Culture & personal development
We’re a firm with real entrepreneurial drive and we don’t believe in squashing people’s individuality. We want you to use your unique talents and experiences to help the firm grow. You can only do that by being yourself. And working closely and collaboratively with people throughout the firm. That’s why we foster a culture that encourages you to be yourself.
We’ll give you bespoke support to develop your own career. Whether that’s through allowing you to “access all areas” across the firm, funding you through training for professional development qualifications, or making sure you have a structured career plan, we’ll make sure your talents are being nurtured.
How to apply
Enter your email address on the job advert and press the 'apply now' button to submit your CV and to start your application.
Please note that we recruit on a rolling basis, meaning that your application will most likely be reviewed before the application deadline. We will continue to accept applications until we have successfully filled the role.
