We are currently recruiting for an Administrative Assistant to join our Business Services team in London on a permanent basis.
Department purpose
Business Services provides excellent client care and technical expertise in the following areas: Hospitality Services (Front of House, Catering, Communications Centre, Contract Operations & Health & Wellbeing Centre) Document Services (The Bridge, Mail room, Scanning & Electronic Bibles, Legal Records management, Document Checking, Document Production, Creative Design & Presentations, and Reprographics), Sustainability, Engineering, Security, Business Continuity, Real Estate, and Building Fabric & Projects. Delivering a seamless service to all clients.
Role purpose
The incumbent will be required to provide administrative support within the wider Business Services management team focussing on all areas of a busy and diverse range of activities. The role sits within the Business Services team located in Bishops Square with a requirement to attend the office on the standard 60/40 hybrid working model.
Duties will include:
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Supporting the Business Services PAs in the delivery of daily administrative activities.
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Providing administrative support on large global and local projects.
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Managing stakeholder diaries.
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Organising and attending meetings.
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Drafting minutes and tracking actions.
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Processing and tracking invoices.
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Expense processing.
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Updating databases.
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Updating information across various platforms such as iManage, MS Teams and Collaborate.
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Other general administrative duties.
Role and responsibilities
Client relationships-
Client relationship management should form a key but natural function of the role.
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To ensure a high level of service is maintained at all times which meets and manages clients’ expectations.
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Build solid internal and external working relationships, to establish relationships with clients based on trust and credibility.
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Regular interaction with key stakeholders and regular and appropriate engagement with the Business Services management, PA’s and Partners.
General-
Proactive time management.
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Coordinate and deliver day to day activities and administration for the team.
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Coordinate and attend meetings, issue minutes and track assigned actions.
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Manage stakeholder diaries including tracking absences.
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Recording, processing and tracking invoices.
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Provide support with project planning for key milestones.
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Assist with communications.
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To be flexible with hours as necessary.
Key requirements-
Experienced with working in a deadline-sensitive and pressurised professional services environment, displaying the ability to remain calm, organise workload efficiently, prioritise conflicting deadlines and adapt to varying situations as they occur.
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Must have strong attention to detail.
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Experienced in scheduling meetings on Outlook.
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Experienced in updating documents on Word, Powerpoint and Excel and updating databases.
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Possess strong interpersonal skills, is proactive with excellent written and oral communication.
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A resourceful, natural relationship builder with excellent stakeholder management skills.
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Must be highly customer-focused with a desire to continually enhance the service provided.
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Customer oriented, with proven ability to anticipate and understand the needs of clients.
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Passion for making things work better.
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Resilient and a self-starter/self-motivator with a positive demeanour.
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Flexible in undertaking these duties and any other duties as required.
Should you require additional support at any stage of the recruitment process due to a disability or a health condition, please do not hesitate to contact a member of Allen & Overy’s recruitment team who will work with you to provide any reasonable adjustments as required.
We are an equal opportunities recruiter and do not discriminate on the basis of race, colour, sex, religion, sexual orientation, national origin, disability, or any other protected characteristic.
At Allen & Overy, we recognise that our people are our most valuable asset, which is reflected in the wide range of benefits that are available to our employees. Some of these benefits include: our occupational pension scheme, group income protection cover, private medical insurance, mental health resources and free apps, health and wellbeing services encompassing an onsite gym, wellbeing centre and GP service, emergency back-up care support, parental and special leave, holiday entitlement increasing with length of service, holiday trading, season ticket loans and online discounts and lifestyle management services.
Allen & Overy recognises the value of flexible working and embraces hybrid working, allowing our people to work from home up to 40% of their working time. We do however remain committed to working together in person for the remaining 60% of time so that we can learn, grow and succeed together. If you would like additional flexibility we will of course consider this in line with business needs.
Ref: INDSJ