Senior PA/ Business Administrator/Executive Assistant

A leading UK law firm with a network of offices from the South Coast to Scotland, working together as one national team. An innovative practice and the first top 50 law firm to achieve “Platinum Standard” Investors in People, our values and culture are not just words on our website but are the heartbeat of the firm. The lack of barriers between departments, a real lack of hierarchy, zero tolerance for arrogance makes Shoosmiths a fantastic place to work.

Overview

The Real Estate Division is the largest of the corporate divisions within Shoosmiths and teams span all our UK offices.  The division is head up by the Divisional Head who sits on the board, working with the CEO, Chairman, COO, CFO and Business Support Directors, together playing a crucial role across a full range of operational and strategic matters. Collaborating closely, the team execute the firm’s strategic plan as well as building and shaping our culture and ensuring that our business, its successes and progress is well understood by our key stakeholders including our people, clients, intermediaries and our markets.  The Divisional Head is the managing partner of the Real Estate Division.

Our Real Estate group is one of the largest real estate teams in the UK, advising an impressive range of clients including commercial and residential developers, investors, major corporate occupiers and banks/funders. Offering exceptional market knowledge the team holds an outstanding reputation with clients and the market generally. “Clients are full of admiration for this team, noting it combines outstanding technical expertise with a “very” responsive service” (Chambers).

We are looking for an experienced Senior PA/ Business administrator/Executive Assistant to play a pivotal role providing full administrative and project support to the Divisional Head, Business Manager and Real Estate Division. The successful candidate will be handling high level, confidential information so will be expected to maintain strict confidentiality and exhibit discretion and professionalism in all activities, always reflecting the values and culture of the firm.

This opportunity does not have strict office location requirements due to the new working ways brought about by Covid.  However, there will be requirement for minimum 1 day a week in the office and occasional travel to the firm’s other offices.

• Diary management, acting proactively where possible and highlighting/managing diary clashes. This will include a number of recurring appointments which will need to be actively managed and deadlines met
• Organising meetings and events internally and externally, which can include complex travel/logistical arrangements and liaising with the BD/Events team to ensure preparations are in place for events
• Collation of internal and external reports, including intricate accounting and updating
• Preparation of correspondence and communicating via all methods of communication
• Preparation of expense claims and overseeing expense claims submitted to the division head
• Monitoring KPIs, budget expenditure and management duties on an ongoing basis, drawing attention to any areas which require the division head’s scrutiny
• Maintain an overall knowledge of the division and provide support where necessary, including firm-wide developments
• Assisting with the preparation of pitches and marketing documents
• Maintaining team sheets and ensuring they are kept up to date with team changes throughout the division
• Overall knowledge of the divisions’ strategies and overseeing performance of the division against these
• Ensure the division head meets the strict HR deadlines, which will require time provisions to be made for the paperwork that will accompany the meetings
• Monitoring of financial performance throughout the division, with the ability to highlight any areas which need to be brought to the division head’s attention
• researching and providing key information for use by the DH and carrying out analysis as requested
• acting as a ‘go to’ person to support the communication flow within the business
• Keeping accurate meeting minutes
• General secretarial support.
• Communication with clients and management of financial matters on files

• Previous PA experience in a similar role within the legal industry
• Self-motivated and able to work without supervision and to a high standard
• Excellent and accurate keyboard skills required
• Good working knowledge of various applications – Word, Outlook, digital dictation, Powerpoint and Excel
• Flexible with the ability to adapt to change, new practices and cope under pressure
• Confidentiality is essential due to the nature of the role
• A high level of accuracy is required over all aspects of the role, with a methodical and organised approach taken
• Good organisational skills to ensure that the tasks are effectively scheduled within working time available, and that urgent work is completed and returned within the specified timescales.
• Friendly, helpful, proactive and assertive approach to dealing with queries
• Excellent communication skills and telephone manner
• Ability to prioritise, be organised and efficient
• Ability to work under pressure and take the initiative
• Ability to be proactive and deliver a quality service to both internal and external clients

Our approach to our people is underpinned by our approach to diversity, inclusion and well being. Our ambition is to build a diverse and ambitious workforce that reflects all backgrounds and talents, and a workplace that is supportive and inclusive, recognises and nurtures talent, and has a strong sense of community between colleagues.

This means that everyone who either applies to or works for the firm is treated equally, whatever their gender, age, ethnic origin, nationality, marital status, disability, sexual orientation or religious beliefs.