Job Description

The role reports to the relevant office’s Executive Support Manager or Executive Support Team Leader and is responsible for providing assistance to the Executive Assistants, utilizing available resources as appropriate.

• Support the Executive Assistants as required with travel arrangements, inputting of expenses, booking of meeting rooms and catering
• Support the Executive Assistants in the organization of meetings/seminars
• Consider each situation and use the appropriate form of communication, for example, emails, telephone calls or face to face conversations
• Investigate problems and, with the support of other members of the Executive Support Services (ESS) team, produce a satisfactory solution
• Read firm communications and support new initiatives
• Actively help others and be flexible/willing to go the extra mile to ensure work is completed on time, including having an awareness of workloads and priorities to assist and cover planned and unplanned absences
• Understand the basic legal processes involved in the work you are covering and understand what is required in order to comply with these
• The firm is committed to innovation in all areas. Within your role, consider and put forward better and new ways of working
• Ensure files are retrieved promptly from storage
• Demonstrate flexibility and a willingness to work outside contractual hours when necessary to ensure work is completed according to deadlines and to meet the demands of the business
• Take responsibility for prioritizing your own workload, requesting work when capacity arises and keeping the appropriate person informed as to progress, discussing as any problems that may arise
• Attend meetings when required and notify the appropriate person if unable to attend a meeting or training and rearrange as necessary
• Ensure you are confident with the filing structure, enabling you to complete any filing/e-filing promptly and accurately
• Manage the full archiving process to include closing files, archiving deeds/files and scheduling of documents in accordance with office procedures including updating computerized records with any document movements
• Ensure all photocopying, printing, paginating, indexing and scanning is completed to a high standard, seeking assistance and guidance from the reprographics team as appropriate

Required Knowledge, Skills, and Abilities

• Experience in a similar secretarial/administration role and/or qualification
• At least 5 GCSEs at Grade 4 (formally Grade C) or above to include mathematics and English (or equivalent)
• Experience of data inputting and good understanding of Microsoft Office systems, including Word/Outlook
• Has excellent attention to detail
• Provides outstanding support and client service at all times
• Remains calm under pressure/has the ability to develop good communication skills
• Has the ability to work as part of a team and establish good working relationships at all levels
• Keen interest in the role and responsibilities of an AA at M&R
• Has good planning and organizational skills
• Has positive can-do attitude and is willing to learn and accept direction