Property and Project Assistant

myGwork - LGBTQ+ Business Community; London; On-site; GBP 30,000 - 50,000

Job description

Travers Smith is a leading full-service law firm, with a wealth of experience in its areas of specialisation. The firm has a market-leading reputation for its international expertise in Asset Management, M&A and Dispute Resolution & Investigations. Clients include asset managers across the alternative asset classes (private equity, venture, credit, infrastructure and real estate), publicly listed and private companies, financial institutions, and other business enterprises involved in large and complex UK and cross-border matters, transactions and disputes. Our purpose is to provide the highest quality of service to our clients whilst enabling our people to achieve professional fulfilment in a supportive, inclusive and enjoyable working environment.

Department

The Central Management team, led by the Managing Partner, is responsible for implementing the overall strategic vision of Travers Smith. The team focuses on the dynamic and effective running of the firm, ensuring our core visions and values are embedded in our processes and policies.

The Director of Property and Workplace reports directly to the Managing Partner and manages 4 teams of 65 people and a budget of £14m.

In addition, the Director of Property and Workplace is on the project team spearheading the £62m move to our new offices at Stonecutter with additional responsibilities for the operational management and functional design elements. The next 12 months are crucial to keeping track of activity, milestones and operational readiness sub projects. This includes exit strategy, lease and dilapidations, plus entry strategy and physical relocation. Facilitating and guiding on the change management activity to ensure the firm are prepared and have a smooth and successful transition is also a key success criteria.

The Role

The Property & Project Assistant to the Director of Property and Workplace is a key role over the next 12 months in supporting the move to our new offices in 2026. A busy role involving a high degree of organisation, diary management and liaison with other senior members of the firm, clients and external agencies. The successful candidate will have demonstrable experience of working at a similar level with proven administrative, secretarial and office skills. They will need to quickly develop internal and external networks to facilitate collaboration and the ability to anticipate requirements and plan well in advance to support the smooth running of the business. The successful candidate will have experience of managing upwards to support the Director of Property and Workplace.

The candidate will contribute to the firm's success by actively seeking to ease the level of administrative related tasks that the Director of Property and Workplace is currently carrying out. Providing value always add support and ability to work across multiple disciplines within the director's remit.

Key Responsibilities

• Support the Director of Property and Workplace as Property & Project Assistant in the management of all necessary administrative requirements always maintaining confidentiality and discretion
• Acting as gatekeeper, liaise with relevant stakeholders across the firm and various Stonecutter project teams, internal and external in a professional and tactful manner always
• Assist with the preparation of reports to the Managing Partner, senior management team (SMT) and board, as well as for town halls as required
• Ensure regular reports are received and collated from all areas within the Director of Property and Workplace's remit in a timely fashion each month.
• Draft correspondence, meeting agendas and minutes with minimal supervision
• Extensive diary management and occasional travel arrangements
• Diarise and attend meetings as agreed with the Director of Property and Workplace and where required, to take minutes
• Ensure the Director of Property and Workplace has relevant papers for meetings ahead of time, often with minimal instruction and is prepared in advance as to the meeting purpose
• Prepare accurate and creative PowerPoint presentations, adhering to brand guidelines
• Always act as an ambassador to the Director of Property and Workplace and project a positive image of the firm
• Collaborate with other members of business services to maintain a strong and cohesive team
• Demonstrate an awareness of issues and challenges affecting the business and bring to the attention of the Director of Property and Workplace, as appropriate

Project Support

• Review and suggest improvements to processes to ensure optimal service and advocating best practice in all areas of the role
• Be project focused and demonstrate an understanding of expectations and requirements of the Director of Property and Workplace, using good judgement and initiative where necessary
• Act in a professional and courteous manner when dealing with colleagues, key stakeholders, clients, or potential clients and third parties
• Quickly develop internal networks and an awareness and understanding of key stakeholders to enable collaboration
• Assist in arranging in-house and external meetings and events as appropriate during the project timeline
• Capture and manage contact and client relationship data in the firm's CRM system (InterAction) on behalf of the Managing Partner and maintain its currency and validity
• Interrogate and report on data in the CRM system on behalf of the Managing Partner, as required
• Become an active part in the care of clients and look for opportunities to develop relationships with the Managing Partner's contacts/clients

Administration

• Deal with incoming and outgoing mail and calls
• Action emails and manage inbox as required by the Director of Property and Workplace and forward/action as necessary
• Establish and maintain effective and accurate filing systems on I manage and email folders
• Ensure project files and all other relevant records are maintained and readily provide current, accurate and accessible information
• Manage expenses and any other related project invoices

Communication

• Demonstrate rapport, empathy, and professionalism when communicating and use these skills to build and maintain collaborative working relationships with clients, colleagues and stakeholders of the firm
• Utilise internal and external networks to help solve problems and devise effective solutions
• Liaise with managers in the Property and Workplace teams to coordinate holiday and other planned absences to ensure sufficient cover is in place, working together to cover busy periods

Documents

• Manage the production of all documentation required for key decision making as well as PowerPoint Presentations, ensuring all documents are accurately formatted and on brand
• Proactively assist with the drafting of correspondence

Other Responsibilities

• Employ effective time management skills to ensure pressured deadlines are met, making use of available resources
• Effectively manage and prioritise work
• Attend training as required to keep up to date with firm wide procedures

Personal Specification - Experience, Knowledge & Skills

• Minimum 5 GCSEs/O'Levels or equivalent at grade A-C including English and Maths
• A Levels or equivalent
• Secretarial/Administrative qualification
• Excellent written and verbal communication skills and experienced at dealing with a range of external stakeholders
• Advanced knowledge of Microsoft Word, Outlook, Excel, PowerPoint and research tools
• Experience of working in a fast-paced corporate or professional services environment
• Efficient organisation skills, with a very high degree of accuracy and an ability to prioritise an often-conflicting workload
• Able to work calmly and efficiently under pressure
• First-rate interpersonal and communication (verbal and written) skills
• Able to develop and maintain good working relationships
• Demonstrate flexibility and dependability, as well as the ability to use initiative
• Experience working across multiple disciplines.
• Project administration
• Able to quickly build confidence, respect and trust with others