PA - Marketing & Business Development (3 Month Fixed Term Contract)

Baker & McKenzie
South East England
15 Oct 2016
25 Oct 2016
Contract Type
Full Time

Role Summary

We are looking for a PA for a three month contract to directly provide all round first class administrative support and secretarial services to the Director of Marketing, Communications & Business Development, Head of Marketing & Communications and Head of Events. To ensure a high level of client service and provision of quality secretarial services whilst demonstrating the ability to manage both yourself and others in order to contribute to overall excellent administration service.

We place an important emphasis on the development and well being of our people. We look to enable all of our employees to be the best they can be in order for them to deliver an excellent client service. We provide a specifically tailored Learning & Development Programme for all staff in Secretarial Services, a structured induction programme for all of our new joiners, a buddy scheme, and offer excellent career development opportunities. Our Secretarial Services staff enjoy an inclusive and supportive culture.


PA activities for the Director and Heads

Understand key roles, responsibilities and priorities of the Director and Heads, building up strong relationships with each internal and external contact in order to provide a high level support service, acting as an effective ambassador for the Director and Heads and teams at all times

Provide proactive and forward looking diary management, arranging meetings, to ensure the Director/Head is well prepared for meetings, some of which will be virtual meetings by conference call.
Managing and driving individual weekly meetings with the Director and Heads to help scope out weekly activities and support to make the best use of their time by dealing with secretarial and administrative tasks

Organising travel and preparing travel itineraries.
Undertake front of office duties including liaising with reception regarding visitors, booking rooms, catering, video conference and arranging security passes
Deal with issues when members of the team are absent, utilising other Heads or team members as appropriate
Produce and format documents, briefing papers, reports and in conjunction with DPU, PowerPoint presentations
Promptly respond to telephone and email queries, drafting communication on their behalf and proactively action/forward in the Director's or Heads' absence. Screening phone calls, enquiries and requests and handing them when appropriate
General administrative duties - photocopying, scanning, mail distribution
Operate as an ambassador for the Director and Heads within the M&BD department and wider firm.

Administration activities for the Director and Heads

Co-ordination of all aspects of administration for various meetings and initiatives. For example: Monthly managers meeting, department meetings and agenda
Co-ordinate new joiner inductions and maintain the new joiner pack. This will include the London and Manila teams
Order IT and stationery supplies
Co-ordinate office and room moves
Arrange external departmental training, team building and social outings
Maintain core department home pages on the intranet
Provide cover for other PAs and Senior Support PAs during absence

Project co-ordination activities for the Director and Heads

Co-ordinate the annual evaluation process. Including:

Act as the department's process co-ordinator
Co-ordinate the department's communications
Schedule moderation meetings with Director and Heads
Schedule evaluation meetings
Assist with collation of feedback providers, self-evaluation submissions
Co-ordinate the consolidation of feedback

Alongside the Head of Events, manage the central marketing and BD budget

Act as the department's co-ordinator for the annual budgeting process
Maintain expenditure records so that recommendations can be made as to the available funds
Produce and review a monthly variance report and investigate any variances
Manage the payment of invoices/expenses
Attend monthly meeting with accounts
Carrying out background research and presenting findings.
Carrying out specific projects and research.

Job Holder Requirements

Previous PA experience to multiple stakeholders within a professional services environment
Can-do attitude
Highly numerate
Strong technical skills
Strong skills in Word, Excel, PowerPoint
An excellent communicator at all levels, written and verbal
Proactive, takes initiative
Project management skills
Consistently demonstrates secretarial competencies to the highest level in all areas
Excellent working knowledge of the firm's house style, document management system, templates and precedents

Core Competencies

High level, proactive organisational skills
Relationship building skills
Ability to manage upwards
Comfortable with change
Client service focused
Ability to work under pressure and keep calm
Ability to take ownership for and meet deadlines
Ability to prioritise multiple activities for multiple stakeholders
Ability to deal with complex administrative issues
Ability to work unsupervised and on one's own initiative
Use of initiative and be proactive in approach to work
Flexible and approachable

Diversity and Inclusion

Respects and enjoys the diversity of cultural, social and academic backgrounds found in the Firm

The Firm

Please click here to see a video introducing our Firm.

Baker & McKenzie is a truly global law firm. We have more offices in more locations than any other law firm and most of our work has an international dimension.

Yet big does not mean impersonal. We work hard to ensure that everyone knows their role and has the support they need to perform it to the highest standard. We're aided in this by our culture- we call it Fluency- which describes how we work, think and behave when we are at our best. Fluency encourages high performance in a collaborative and fulfilling way. Every person in the firm is measured in line with Fluency.

In London you will be part of an 800 person office, which is also our largest office globally. Originally opened in 1961, Baker & McKenzie London is well established in the UK as a leading international law firm and regularly involved in some of the country's most high-profile legal matters. More than any other firm we can offer you the work, pride and experience of being part of one of the world's leading law firms but in a local office environment that is hardworking, yet friendly and supportive.

The strength of the firm and our culture is evidenced by a number of recent awards, including:

FT Innovative Lawyers Report 2014: Ranked 3rd Most Innovative Firm in Europe
The Sunday Times' Best Companies to Work For 2011, 12, 13, 14, 15: currently ranked 80th
Chambers Global 2015: More lawyer and practice group rankings than any other firm globally
The Lawyer European Awards 2015: International Firm of the Year
The Times Top 100 Graduate Employers 2016: currently ranked 57th
Stonewall Workplace Equality Index 2016: currently ranked 11th

To Apply

At Baker & McKenzie we welcome direct applications.

Please click Apply icon above to send an application and we will be in touch.


Baker & McKenzie, London is committed to promoting diversity and inclusion for all. This is intrinsic to everything we do and underpins Baker & McKenzie's vision to be the premier global law firm. This vision cannot be achieved without harnessing the imagination and the creative problem-solving capability of talented people whatever their background. Our unique international culture is reflected in the drawing together of a worldwide family of individuals from diverse cultures and backgrounds in all of our offices.

The London office mirrors the wider firm in encouraging the best people, regardless of race, religion or belief if any, gender, gender identity, disability, sexual orientation or age, to fulfil their professional aspirations with us so as to create an exciting and diverse legal environment.