Executive Assistant

Executive Assistant

Salary: £35,000 per annum, plus company benefits

Location: Bath, BA1 1RG

Contract: Permanent, Full Time

Shifts: 37.5 hours per week, Monday – Friday, 9am-5:30pm with 1 hour unpaid break

Work model: Potential for Hybrid working after 3 months (4 days office based, 1 day home based)

Williams Lea seeks an experienced Executive Assistant to join our team!

Williams Lea is the leading global provider of skilled, technology-enabled, business-critical support services, with long-term trusted relationships with blue-chip clients across investment banks, law firms and professional services firms. Williams Lea employees, nearly 7000 people worldwide, who provide efficient business services at client sites in often complex and highly regulated environments, from centralised Williams Lea onshore facilities, and through best cost company offshore locations.

Purpose of role

This role is based within our client’s office.  They are a UK firm independently recognised as a leading law firm   The Executive Assistant will provide high-level, confidential support to senior leaders within the firm, ensuring seamless coordination of their responsibilities.  This role will involve managing complex schedules, coordinating internal and external interactions, preparing meeting materials and overseeing key processes alongside providing proactive support.

The EA will act as a trusted liaison between the senior leaders and other senior stakeholders, legal and operational teams as well as external contacts.  They will need to maintain the highest standards of professionalism and discretion.

The EA will enable the seniors leaders to operate at maximum effectiveness by ensuring the smooth management of their priorities, time and stakeholder relationships.

Key responsibilities

• Manage complex calendars, including scheduling meeting and firm commitments acting as a gatekeeper and protector of time
• Proactively anticipate scheduling conflicts and manage priorities with discretion and diplomacy ensuring time is optimised
• Coordinate travel including liaising with the relevant teams to book as necessary.   Produce itineraries where relevant
• Prepare documents and briefing materials needed for meetings ensuring the individual is prepared for all engagements
• Take meeting notes and track actions
• Manage expenses, invoicing and budgeting support
• Coordinate and monitor deadlines, follow up actions and key dates ensuring things are completed on time
• Serve as a gatekeeper and point of contact building strong relationships
• Draft, review and send communications on behalf of the leaders
• Track progress on firm initiatives including team adherence to internal policies.  Flag non-conformances and suggest solutions
• Handle confidential information with absolute discretion
• Anticipate needs before they arrive – identify potential issues and resolve them proactively
• Ad hoc duties as necessary.

Key Competencies

• Strong time management and multitasking skills
• Ability to manage complex calendars, competing priorities and fast changing schedules
• Clear, concise and professional written and verbal communication
• Exercises sound judgement and maintain confidentiality at all times
• Anticipates needs, potential issues and opportunities without being asked
• Builds positive working relationships at all levels
• Demonstrates professionalism and a client service mindset

Personal Specifications/Attributes

• Handles sensitive information with complete confidentiality and integrity
• Remains calm in challenging or fast-moving situations, brings stability and reassurance to the senior leaders
• Comfortable with moving priorities and can work on own initiative
• Able to read situations and dynamics effectively
• Detail orientated with high attention to detail
• Is resourceful and solutions focused

Key Requirements

• Proven experience supporting senior leaders, directors or C-suite executives
• Prior experience in managing complex calendars
• Experience within a professional services firm desirable but not essential
• Strong organisational skills with the ability to multi task and prioritise
• High proficiency in Microsoft 365

Rewards and Benefits

We believe in supporting our employees in both their professional and personal lives. As part of our commitment to your well-being, we offer a comprehensive benefits package, including but not limited to:

• 25 days holiday, plus bank holidays (pro-rata for part time and fixed term roles)
• Salary sacrifice schemes, retail vouchers – including our TechScheme which can be used on a range of gadgets such as Smart TV’s, laptops and computers or household appliances.
• Life Assurance
• Private Medical Insurance
• Dental Insurance
• Health Assessments
• Cycle-to-work scheme
• Discounted gym memberships
• Referral Scheme

You will also have the opportunity to work for a global employer who is dedicated to offering each and every employee an enjoyable, challenging and rewarding career with future career development prospects!

Equality and Diversity

The Company values the differences that a diverse workforce brings to the organisation and will not discriminate because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (which includes colour, nationality and ethnic or national origins), religion or belief, sex or sexual orientation (each of these being a “protected characteristic” in discrimination law). It will not discriminate because of any other irrelevant factor and will build a culture that values openness, fairness and transparency.

If you have a disability and would prefer to apply in a different format or would like to make a reasonable adjustment to enable you to make an interview please contact us at [email protected](we do not accept applications to this email address).

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