Our client is a collective investment scheme in property which aims to provide investors with sustainable income. They are searching for an Executive Assistant/Legal Secretary who will serve as a key partner to the Executive Director, providing comprehensive administrative support to ensure smooth day-to-day operations. They will manage complex schedules, facilitate communication, and coordinate critical business activities.
This role requires a high level of discretion, attention to detail, and the ability to navigate a fast-paced and ever-evolving financial services environment.
Key Responsibilities:
- Calendar & Schedule Management: Manage the Executive Director's complex calendar, prioritize urgent matters, schedule appointments, meetings, and travel arrangements ensuring optimal time management and organization.
- Correspondence & Communication: Handle incoming and outgoing communications, including emails, calls, and correspondence.
- Travel & Event Coordination: Arrange travel, accommodation, and itineraries for both domestic and international business trips. Organize key events, including board meetings, client events, and internal team activities including liaising with clients, partners, and stakeholders.
- Document Management: Prepare, review, and organize important documents, presentations, and reports. Proofread legal documents and correspondence, ensuring accuracy and timeliness.
- Event Coordination: Organize internal and external events, client meetings, and team activities.
- Project Assistance: Assist with ongoing projects by providing administrative support, tracking project timelines, and ensuring deadlines are met.
- Research and Reporting: Conduct research and prepare reports, presentations, and briefings as needed. Gather market insights to assist with strategic decision-making, including analysis and industry trends.
- Communication Liaison: Serve as a liaison between the Executive Director and internal teams, clients, and stakeholders.
- Confidentiality & Discretion: Maintain confidentiality of sensitive information and handle high-pressure situations with discretion.
- Task Coordination: Support the Director with various special projects, deadlines, and ad hoc tasks as required.
- Client Liaison: Act as a liaison between the Executive Director, clients, and other external partners, ensuring communication is clear and timely.
Education:
- A degree or diploma in Business Administration, Legal Studies, or a related field is preferred.
Experience and skills:
- 5+ years proven experience as a Personal Assistant, Executive Assistant, or in a similar administrative role within a legal firm, demonstrating a strong understanding of legal terminology and document preparation.
- Flexible and able to work outside of normal office hours, as needed, to support the Executive Director's schedule and business demands.
- Exceptional typing skills, with the ability to produce accurate documents quickly and efficiently.
- Excellent organizational and time-management skills, with the ability to manage competing priorities.
- Ability to handle multiple priorities and work well under pressure.
- Strong communication skills, both verbal and written, with the ability to represent the Executive Director professionally and to interact professionally with senior executives, clients, and stakeholders
- Proficiency in MS Office Suite (Word, Excel, PowerPoint), and project management software and legal software platforms (preferred).
- Strong problem-solving skills and a proactive, solutions-oriented approach
- Strong attention to detail with the ability to anticipate needs and resolve issues proactively.
- Discreet, professional, and able to manage confidential information with integrity.
- Excellent interpersonal skills and the ability to work collaboratively with various teams.
- Ability to work effectively under pressure and adapt to changing priorities.
