Executive Assistant to Chief People Officer (FTC)
The Executive Assistant (EA) will work closely with the Chief People Officer (CPO) to assist in the accomplishment of their day-to-day tasks and provide confidential technical and administrative support while coordinating competing priorities.
A visible representative of the Firm, the role will work alongside our Central Management team’s Executive Assistants to deliver a cohesive and efficient service to support the achievement of the Firm’s strategic goals and objectives.
This is a fixed term contract role (14 months) to cover a period of maternity leave.
The HR Function
The HR function is split across several key areas: Business Partnering; Talent and Culture which includes Diversity, Equity & Inclusion; Reward & Benefits; Services & Policy; and Organisational Learning & Development, all working collaboratively together and with the wider business to deliver the people aligned Firm strategy. Providing a trusted, high-quality service and delivery in line with our Firm values is key to the professional reputation of the function.
Roles and Responsibilities (this is a broad but not exhaustive list)
* Responsibility for the CPO’s diary management and meeting scheduling across various time zones - monitoring responses and ensuring smooth running of recurring bookings as well as all meeting logistics.
* Proactively manage and monitor the CPO’s inbox, flagging urgent items and drafting emails where appropriate.
* Prepare Fee Earner Promotions timetables and oversee the process, collating and distributing papers and coordinating communications cascade as required.
* Preparing papers for meetings and ensuring the CPO is fully prepared for the week/day ahead.
* Attending meetings, taking and distributing action points and detailed minutes as required.
* Providing secretarial support for HR led meetings, such as the Staff Liaison Group and Future Firm Group.
* Act as a central point of communication between colleagues, external clients and the CPO.
* Ability to answer questions, queries and provide updates on key HR Projects and Processes as appropriate.
* Working closely with all other EAs, the Firm’s Central Management team and other Business Services Directors to ensure alignment on work priorities and upcoming events.
* Preparing/amending confidential HR papers for Management Committees.
* Organising and managing HR Leadership Team Meetings, HR Team meetings, HR new joiner meetings, away-days and social events where required.
* Provide support for strategic and ad-hoc projects that are managed and led by the HR Leadership Team.
* Provide support for cycle processes that are led by the HR Leadership Team such as Salary Review.
* Coordinate and track HR Budgets for CPO, including preparation and submission of HR Budget for annual budget process.
* Supporting the production and sign off of key internal HR communications.
* Organising all regional and international travel arrangements and bookings for the CPO where required, including visas.
* General administration including preparing documents and proofreading, proper and efficient filing of notes and documents and processing expenses and invoices in a timely manner.
* Build strong relationships across the whole firm to enable efficient problem solving and to build knowledge of how the firm operates.
* Coordinate the annual performance review process for all direct reports of the CPO.
* Be a visible and professional representative of the Firm, meeting and greeting visitors at all levels of seniority.
* Comply with all relevant legal and regulatory obligations including the Solicitors Regulation Authority (SRA) Standards and Regulations, and Principles.
* Providing support to the other CMT EAs as appropriate, including supporting key events such as Partner meetings and conferences.
Person Specification
* Understanding the sensitive information this role exposes and able to maintain confidentiality and discretion at all times.
* Strong communicator able to work with Partners, Directors and senior stakeholders within the business.
* Able to juggle competing priorities and adopt a flexible approach.
* Proactive and demonstrable experience of using initiative and able to apply good judgement on when to consult.
* Excellent knowledge of Microsoft Office Packages, such as Word, Excel and PowerPoint with a focus on accuracy and attention to detail.
* Highly organised, efficient and accurate and able to ‘step in’ to meetings if the Executive is delayed.
* Ability to build trusting relationships with Partners and colleagues and demonstrate good influencing and negotiating skills.
* Previous experience within a partnership is essential, preferably a law firm.
* Strong attention to detail, ability to proofread and correct errors.
* Be an ambassador and key liaison for the CPO with internal and external contacts.
* Understanding of financial experience and commercial processes would be beneficial.
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