Personal Assistant – Central Management / International

The International Board ("IB")

Most of our clients work globally - so do we. We ensure access to our close alliance of leading independent law firms across the globe, carefully chosen because they share our specialist strengths and very demanding quality standards.

Whilst all the firm's partners are regularly involved in international matters, our dedicated International Board has overall responsibility for our international strategy. This includes undertaking periodic reviews of our key relationships with overseas firms to ensure they are delivering what we need them to and developing new ones.

The board is headed up by William Howard (Partner, Corporate) and comprises of other Partners from a selection of practice areas across the firm.

The overseas offices of most law firms lack strength and depth relative to the local leading independent firms: we are confident our model provides a superior client service. We have built excellent relationships with hand-picked, high-quality, independent law firms across the world. This approach gives us the flexibility to work with the best lawyers in each location to guarantee a first-class service on any matter and with immediate access to global resources.

The Role

As a PA, you will provide comprehensive administrative and strategic support to the Head of the International Board, and the wider Central Management department as required, facilitating the smooth operation of the International Board’s activities. This role is pivotal in coordinating the firm's international strategy, developing international relations, supporting board activities, and high-level business development initiatives, ensuring effective communication and alignment of international strategies.

As a PA, the expectation is that you will proactively facilitate streamlined, flexible and efficient workflow management, client engagement, and internal coordination. The key characteristics aligned with this role include:

Proactivity

PAs are expected to understand and anticipate the varying needs of the individuals to whom they provide support. This will be realised through action and results-oriented behaviour, where requirements and challenges are pre-empted and resolved, and where opportunities to add value are exploited.

Teamwork

PAs are expected to contribute to Practice Support operating as one seamless 'unit'. This will involve maximising individual strengths and drawing on the capacity of everyone to collectively ensure that deadlines are met, and excellent work product is delivered. This is likely to include sharing knowledge, providing support to others at times when absence or capacity issues arise, and collaborating with other members forming part of Practice Support to suggest and implement improvements to processes.

Communication

Effective communication needs to be channelled in multiple directions to develop constructive working relationships. This will require managing expectations of key stakeholders by acknowledging and updating on the progress of tasks, including tasks that are ongoing and/or non-urgent. Strong communication skills will be evidenced by recognising and assisting when colleagues require support and for conveying your own need for support. Ultimately, good communication is vital for enabling effective team working and for developing trust.

Inspiring confidence

The value added by the Practice Support function across the Firm has a direct impact on the level of service provided to clients. It is therefore imperative that support is delivered with a genuine appreciation of the pace and extent of demands expected by the Firm's clients. This will involve delivering work with a high degree of accuracy and professional presentation, turned around promptly to meet deadlines. This goal will be met with the parallel aim of going above and beyond wherever possible.

Key Responsibilities

International trip coordination

Co-ordinate travel arrangements with the Firm's Travel Agent/International team ensuring efficient use of time and expenditure. Plan and execute detailed itineraries for international trips, including travel, accommodations, and meeting schedules. Work closely with global offices to ensure seamless arrangements that align with strategic objectives.

Board coordination

Proactively organise and manage all aspects of International Board meetings, including scheduling, planning, preparing agendas, and minute-taking. Ensure follow-up on action items and maintain a proactive approach to all board activities.

Business Development

Collaborate closely with the Business Development team to prepare for international initiatives and events. Assist in the preparation of presentation materials and strategic documents.

Event Management

Coordinate international events and board functions, overseeing all aspects from conception to completion. Ensure high standards are met and events support the firm’s international objectives.

Stakeholder Management

• Serve as the primary point of contact for internal and external stakeholders on matters pertaining to the International Board. Build and maintain strong relationships across all levels of the firm and with key external partners.
• Be client focused and understand the expectations of internal and external clients.
• Where necessary, pass on full and accurate messages in a timely manner and take appropriate action to ensure the needs of both internal and external clients are met.
• Act in a professional and courteous manner when dealing with clients (including internal clients), potential clients and third parties.

Documentation and Reporting

Work with the other PAs, EAs and BD team in managing the preparation and distribution of board reports, executive summaries, and briefing papers. Ensure documentation is accurate, up to date, and securely handled.

Project Support

• Undertake discrete projects with a strategic impact, under the direction of the Head of International.
• Manage timelines, resources, and communications related to these projects.
• Take the initiative of overseeing ad hoc administrative projects for the lawyers, for example, archiving, confidential shredding, photocopying, organising filing systems.
• Prepare PowerPoint presentations with minimal input, delivering slides that are clear, and in line with branding.

Administrative support

• Provide high-level support to the Head of International and other lawyers, as appropriate, proactively managing calendars, correspondence, and travel arrangements. Horizon scanning to pre-empt conflicts and anticipate needs.
• Act as a 'gatekeeper' for work, using good judgement to delegate tasks as appropriate. Field and screen communications (email and Teams), ensuring exceptional client service is delivered at all times.
• Assist lawyers with time recording where possible, entering absences onto [Expert Time;
• Assist with billing and credit control by liaising with Central Finance and preparing bill narratives and draft cost details;
• Provide assistance with file opening and conflict checks; and
• Request cheques, bank transfers and paying in money received, as appropriate.

Miscellaneous

• Attend training as required to keep up to date with Firm wide procedures.
• Work proactively as part of a team to ensure time is used effectively using all available Firm-wide resources to meet pressured deadlines; and
• Effective management and prioritisation of work.

Education/Qualifications

• Minimum 5 GCSEs/A 'Levels or equivalent at grade A-C including English and Maths.
• Secretarial qualification and/or MOS certification (desirable).

Skills and Experience

• Advanced knowledge of Microsoft Word, Outlook, Excel, PowerPoint.
• Prior experience of working in a fast-paced corporate environment.
• Experience of coordinating international business trips and conferences.
• Efficient organisation skills, with a high degree of accuracy to prioritise an often conflicting workload.
• Able to work calmly and efficiently under pressure.
• First-rate inter-personal and communication skills.
• Ability to develop and utilise good working relationships across teams.
• Demonstrate flexibility and dependability.
• Evidence of having used initiative and an understanding of process; and
• Able to build confidence and earn the trust and respect of others.

Key Stakeholders

• Head of International and other board members.
• Head of Practice Support.
• Firmwide PAs.