Job Description

Job title Personal Assistant

Department Financial Institutions

Location London

Main purpose of the role

The Executive Assistant (“EA”) is a unique role in the organisation and will be fully immersed in supporting the Partner and Head of Operations - Cross Border Unit in the delivery of an ambitious business plan that is centred on innovation and growth. In addition to providing excellent levels of administrative and personal support, the EA will be involved and responsible for a wide range of tasks and activities that directly help to deliver business plan objectives.

The operating environment is fast-paced and high-energy and will suit someone who responds enthusiastically to new challenges, naturally thrives on diversity of activity, is highly organised, flexible, solution-orientated, self-motivated, hard-working, and has a positive outlook and approach in everything they do.

On a day-to-day basis, the EA will interact with a cross section of colleagues from all parts of the organisation in all regions, ranging from the most senior levels of management and the partnership internationally, to junior colleagues and those training with us. The EA will also have contact with our most significant existing and prospective global clients and their representatives. The ability to build strong relationships with, and influence, this diverse stakeholder group with confidence, competence, and high degree of professionalism is a key requirement.

This role may be particularly attractive to someone who wants to build their experience and skills in order to progress their career (either in a legal and/or managerial capacity) and both the Partner and Head of Operations - Cross Border Unit are fully supportive of this being a platform for that personal growth over time.

This job description is a guide to the key requirements of the role and may change from time to time to reflect the evolving nature of the business. A degree of flexibility around working hours is expected with this role.

Reports to Charlotte Stalin (Partner) & David White

Key relationships

The EA will report directly to the Partner and Head of Operations - Cross Border Unit.

The other key relationships are with:

• Business Group Heads of all Legal Groups.
• Sector Heads.
• Solutions Management Team.
• All Business Services Departments.
• Fee Earners and Secretaries in the Groups.
• Billing Co-ordinator for FS.
• Internal and external clients and contacts.
• Support Departments.

Main Duties & Responsibilities

Personal Organisation Support to Partner and Head of Operations - Cross Border Unit

The EA is required to take a proactive approach to assist in organising the tasks, activities and workload in a way that optimises how time is spent. Examples of this include, but are not limited to:

• Diary management and support as requested, which is likely to include:
  • acting as gatekeeper to the diary.
  • scheduling meetings including venues, video conferencing, facilities, and hospitality as required.
  • arranging client functions, including lunches and dinners.
  • ensuring relevant materials are available in the required format before meetings and tasks.
  • reviewing diary arrangements to reschedule and/or consolidate meetings to maximise the use of time.
  • recording time spent on matters on Rekoop, based on a combination of diary entries and instructions.
• Meeting management and support, which is likely to include:
  • coordination and/or liaison with internal and external secretaries in respect of regular and ad-hoc internal and external meetings eg Sector Heads meetings.
  • preparation of agenda, action logs, and associated papers.
  • attending meetings and taking minutes.
  • management of follow up activity and actions to ensure these are carried out on time.
• Email management and support as requested, which is likely to include:
  • filtering incoming communication.
  • evaluating priority and responding/acknowledging as appropriate.
  • proactively resolving and responding to queries directly.
  • developing and maintaining an effective filing system.
  • assist in the management of product and services mailboxes.
• Call management and support as requested, which is likely to include:
  • answering/screening calls.
  • taking and relaying accurate messages.
  • responding to messages as required.
• Travel management and support, which is likely to include:
  • all aspects of booking, rescheduling, and cancelling travel and accommodation arrangements.
  • managing accounts.
  • detailed itinerary planning and management.
• Other assistance and support, which is likely to include:
  • ad-hoc tasks.
  • managing personal arrangements and commitments.

Client and Colleague Liaison

The EA will have frequent contact with some of the firm’s most important clients and their representatives. It is essential to develop strong and productive working relationships which will include, but is not limited to:

• Developing and maintaining a comprehensive knowledge of clients including their business type (eg investment bank, asset manager), who their key representatives are and their positions, mandates, and projects.
• Organising, arranging and attending client events – taking responsibility for ensuring all aspects are planned and executed to a very high standard to achieve objectives and generate a return on investment.
• Ensuring all practical arrangements for client management are understood and actioned eg which video conferencing systems they prefer, what time zones representatives are based in, what their billing requirements are.
• Recording and sharing relevant information internally for the purposes of relationship management and development as appropriate, which includes maintaining CRM systems and contributing to other forums.
• Build and maintain strong and effective working relationships across all areas of the firm that help to create a positive and productive environment, and contribute towards the successful delivery of the role and the business plan.

Matter and Financial Support

The EA is required to support the lifecycle of matters which includes, but is not limited to, the following activities which should be carried out in a timely fashion and accordance with all relevant policies and procedures:

• Setting up new clients and new matters.
• Assigning AX delegate access to relevant team members.
• Managing activity codes.
• Setting up filing structures as appropriate eg in iManage, Deal Rooms, Teams.
• Assisting with WIP report production, analysis and administration.
• Assisting with billing instructions.
• Sending invoices to clients, and sending reminders regarding unpaid invoices.
• Analysing debt reports.

Communication Support

The EA is required to assist in the production and distribution of various communications which includes but is not limited to:

• Communicating clearly and concisely both orally and in writing, ensuring the Partner, Head of Operations - Cross Border Unit, and other stakeholders are briefed as required. Examples of this include but are not limited to diary arrangements, travel arrangements and meetings (eg who is attending, objectives, supporting materials, previous related activity).
• Drafting and updating formal documents for internal and external consumption based on outline requirements given or following involvement in discussions, email exchanges and meetings eg emails, pitches, service catalogue, engagement letters, agendas, minutes and reports etc.
• Drafting creative and engaging presentations and other documents, or enhancing existing presentations and other documents, for internal and external consumption based on outline requirements given or following involvement in discussions, email exchanges and meetings etc.
• Revising existing documents to improve their effectiveness and visual appeal.
• Manage the distribution of communications as required eg sales and marketing campaign emails to client leads.
• Display a high degree of competence in using standard office applications that include MS Word, MS Excel, MS PowerPoint, MS Visio, MS Project, Nuance PDF etc.

Service Development and Business Plan Delivery Support

The EA is required to assist with delegated tasks that support the development of our products and services, and delivery of the business plan. This includes but is not limited to:

• Supporting the monitoring of complex projects by gathering updates from stakeholders, maintaining plans, and drafting status updates.
• Managing simple projects, including the creation and maintenance of simple plans and status updates.
• Creating structured datasets from various sources to support analysis.
• Analysing data, draw conclusions and make recommendations.
• Maintaining datasets.
• Supporting the production and delivery of pitches, including coordination of meetings with key stakeholders, gathering and organising relevant information, preparing drafts of documents and presentations.
• Helping to maintain the operating procedures of the department through the documentation of processes and procedures, including developing and maintaining standard templates and other documents.
• Reviewing process information, draw conclusions and make recommendations for improvement.
• Contribute towards the continual improvement of the way all aspects of the department and connected teams (eg CBU, navigator) work by identifying opportunities to improve quality and efficiency.
• Maintaining a repository of up to date CVs.
• Carrying out ad-hoc delegated tasks as required.

Person specification:

Essential

• Previous experience of supporting senior management in a similar capacity.

• Experience of successfully working in a professional services firm or comparable environment.
• Excellent academic background, educated to graduate level or having equivalent professional experience.
• Excellent communication skills, with the ability to influence and negotiate.
• Advanced Microsoft Word and PowerPoint.
• Intermediate Microsoft Excel with a willingness to develop these skills further.
• High level of IT literacy generally.
• Excellent analytical and critical reasoning skills.
• High degree of creativity.
• Excellent organisation skills.
• Ability to collaborate successfully with others, and work as part of a team.
• Ability to get things done.
• Attention to detail.

Desirable

• Intermediate Nuance PDF.
• Beginner MS Visio and MS Project with a willingness to develop these skills further.
• Commercial and financial acumen with a willingness to develop in this area.
• Able to work effectively as part of a diverse and inclusive team.

Personal Attributes

• High level of emotional intelligence with the ability to develop and maintain a wide range of stakeholder relationships, demonstrating high degrees of diplomacy when required.
• High degree of personal awareness and the ability to manage and motivate self.
• Ability to work in a busy and demanding environment, demonstrating a high level of personal resilience and tenacity when under pressure.
• Ability to handle restricted and sensitive information that is both commercial and personal in nature and behave with absolute discretion to maintain confidentiality.
• Have a confident, positive, friendly, and solutions-based disposition.
• A flexible approach to delivering successful outcomes.

Firm introduction:

Simmons & Simmons is a leading international law firm, providing clients with commercially aware legal advice, whenever and wherever they need it. We have over 1,600 people situated in key business and financial centres across Europe, the Middle East, and Asia.

We understand that our firm is equal only to the strengths of our people and place great emphasis on recruiting and retaining staff who meet our high standards. Our philosophy for international growth has been to build practices around local teams who understand the culture, business and languages of the countries and regions in which we operate. In doing so, we believe that we have succeeded in developing a closely knit and cohesive network that meets local business needs as part of a global service.

Our business services groups provide integrated support for our global operations. The firm is organised in line with our clients’ requirements into key practice areas and sector groups. Our sector focus allows us to better appreciate the environment in which our clients operate and to work with them to achieve their objectives. Our client base includes leading financial institutions and a significant number of the current FTSE 100 and Fortune Global 500 companies.

Our focus on a small number of sectors means we are able to understand and respond to our clients’ needs. Our industry sectors are: Asset Management & Investment Funds, Financial Institutions, Healthcare & Life Sciences and Telecoms, Media & Technology (TMT). We also focus on the E&I market, in particular through our international projects and construction teams. We have a track record for innovation and delivering value to clients through new ways of working. The core practice areas, from which we draw our sector teams, are: corporate, dispute resolution, employment, pensions & employee benefits, EU, competition & regulatory, financial markets, information, communications & technology, intellectual property, projects, real estate and tax.

For additional information on the firm, please visit our website at www.simmons-simmons.com

Equal opportunities:

• We are committed to promoting equality and diversity in the firm and to equal opportunities in employment.
• We believe in equality of opportunity regardless of race or racial group (including colour, nationality, ethnicity, national origins), religion or belief, age, disability, sexual orientation, sex, gender re-assignment and gender identity, marriage and civil partnership, and pregnancy, maternity and paternity. This also includes any incidents of perceptive or associative discrimination and harassment. We ensure that those who serve or who have served in the armed forces, and their families, are treated fairly during the recruitment and selection processes.
• At Simmons & Simmons we seek to attract and retain talented people from a diverse range of backgrounds and cultures, to create an exciting and rewarding place to work. We are supportive of flexible working arrangements wherever possible and we would encourage you to discuss this with us, should this be something you are interested in.

Background screening:

All recruits of Simmons & Simmons will be required to go through our background screening process. Depending on the position you apply for this may include a Disclosure & Barring Service (DBS) certificate. We undertake not to discriminate unfairly against any subject of a DBS certificate on the basis of a conviction or other information revealed. The firm’s policy on the recruitment of ex-offenders is available on request.