Executive Assistant

The Executive Assistant (EA) will report to the Head of Asia. This is a key role within the Asia team, and the successful candidate will have significant experience and professionalism, coupled with an acute sense of emotional intelligence and a can do attitude.

Roles and Responsibilities

Executive support

Responsibility for the Head of Asia's diary management, this may include but is not limited to the following
Scheduling monitoring responses and ensuring smooth running of recurring bookings (including connections via VC and telephone, catering and room set up) for all meeting and Committees
Process invoices and expenses on the online system, currently Chrome River
Proactive in building relationships with clients and internal and external contacts on behalf of the Head and the team.
Responsibilities may include making travel and hotel arrangements, taking minutes of meetings, initiating and replying to correspondence on routine matters, regular archiving and photocopying.

Accounts
Assist with ensuring time recording is up to date and captured in a timely manner.
Liaise with the appropriate Finance team in relation to invoices, expenses, client billing and accounts, process invoices and expenses on the online system, currently Chrome River.
Assist the billing and credit control processes and liaise with the Finance team in relation to these to ensure a consistent and efficient approach and produce standard financial and time reports through the system

Regulatory
Liaise with the local authorities for our offices in Asia and in conjunction with the Office Managers in dealing with regulatory issues as and when they arise.

Compliance
Liaise with Office Managers & the Compliance team on AML policies and procedures and deal with any issues arising.
Play an active part in liaising with office heads in maintaining CPD management for all Fee Earners.

Marketing
Schedule weekly meetings with head of BD in Asia to ensure directory and awards submissions are up to date and dealt with.
Regularly liaise with the BD team about implementation of BD strategy and ensure international focused BD material is up to date and readily available.
Organise and diarise seminar/conference/ speaking slots as and when required.

Partners
Coordinate and scheduling of regular Asia partners meetings and bi-annual strategy meetings

Fee earners
Work alongside the Office Mangers in scheduling and diarising regular fee earner meetings in each of the Asia offices.

Global Ops & GRC
Attend and participate in meetings, taking and distributing action points and detailed minutes as required, and manage delivery of action points. Distribute updates and ensure follow up of agreed actions. Preparation of presentations and papers.

International collaboration
Organise regular meetings with Heads of office in Paris, Geneva, Luxemburg, Zurich and the Middle East, liaise with BD on international focused BD material.

Person Specification
Collaborative mindset and foster good team working
Ability to communicate well with others at all levels within the Firm
Well organised and strong administration skills
The ability to prioritise and work to strict deadlines.
IT Skills to include Outlook, Word, PowerPoint and Excel.
Self-motivated and have a positive approach to working under pressure in a busy environment.
Excellent networking skills and interpersonal skills
High degree of numeracy, analytics and IT skills
Excellent attention to detail.
Good telephone and client facing manner.

Skills and Experience
We welcome an experienced Office Manager who has been exposed to a broad range of managerial, visa/ immigration, finance tasks for an international business
Significant experience gained within an Office Manager / Operational role
Finance & IT literacy experience working with core functions in a previous role
iManage / software experience
Comprehensive working knowledge of MS Office packages

Person Specification
Well organised and strong administration skills
Excellent interpersonal and time management skills
Possesses the ability to multitask, prioritise self and others
High degree of numeracy, analytics and IT skills
Excellent attention to detail.
Demonstrates leadership and a do it now, proactive attitude

Competencies

Working together
Integrity and respect
Inclusive
Personal impact and growth
Driving high standards
Commercial mindset
Client - centric
Responsible Business

Hybrid working - We adopt a hybrid and flexible working approach, dependent on the requirements of the role and subject to manager approval.

For a detailed specification please download the job description in the documents section of this page.

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