Executive Assistant to Chief People Officer (FTC)

Charles Russell Speechlys LLP; London; On-site; GBP 30,000 - 60,000; Full time

Job description

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.