Personal Assistant

To ensure an excellent, in-depth support to specified partners/directors to help them achieve their overall business objectives.

Partner Support

Meetings/Travel
• Full diary management, being aware of partner/director movements at all times
• Regular review of diary with partner/director and being proactive to minimise problems
• Arranging meetings/lunches/dinners, organising room bookings, catering, room set-ups, videoconferencing etc.
• Preparation for meetings, taking minutes and pursuing action points that arise
• Being proactive in reminding partner/director of meeting attendance and pre-empting needs for meetings - e.g. ensuring travel, paperwork, attendee lists, reports, files, pre meets etc are organised
• Managing partner inbox and filtering requests
• Organising travel including providing detailed itineraries (both domestic and international)

Gatekeeper
• Acting as second pair of eyes for partner/director
• Managing partner inbox, filtering requests and where possible implement solutions to alleviate bottlenecks for partner. Regularly communicating progress to partner/director
• Sends communication on behalf of the partner with no / minimal supervision
• Actively maintains partners 'to do' list and consolidate and follow through
• Independently makes decisions wherever appropriate without referring to partner/director
• Identifies and builds relationships with partner/director stakeholders and clients, both internally and externally

Event management
• Co-ordination of events, both internal and external, including seminars, conferences, dinners, networking evenings and corporate hospitality

People
• Act as mentor or coach to new or less experienced members of the team
• Act as a role model of the firm's CLEARR values

Operations
• Copy and audio typing of all documents as required
• Use of Word, PowerPoint and Excel in delivering client reports, presentations and proposals
• Adhere to the Firm's templates and corporate style
• Proof reading own and others' work before submitting to partner/director
• Photocopying, binding, sending faxes, filing, data input, sending courier packages
• Cover for other support team members as required
• Administrative duties including opening and distributing of partner/director post
• Carry out any other duties to meet with the needs of the business

Clients and client service
• Managing InterAction, activities and opportunities system
• Building a strong working relationship with clients and clients assistants, actively networking wherever possible
• Ensuring the Firm's client service standards are met
• Dealing with clients'/potential clients' telephone calls, specifically ensuring that messages are taken clearly and efficiently and responded to in a timely fashion
• Ensuring that client letters are responded to in a timely and appropriate manner
• Filing all client correspondence as appropriate
• Maintaining confidential partner/director files
• Ensures and maintains the strictest adherence to both client and people confidentiality
• Establishes good working relationships with colleagues
• Adheres to Firm's risk management policies

Financial
• Generating reports (work in progress etc) and producing fee notes etc from the Firm's practice management information system (PMS)
• Ensuring completion of own and partner/directors' timesheets