Personal Assistant to Marketing & Business Development Director (part

Simmons & Simmons
South East England
05 Jun 2019
25 Jun 2019
Contract Type
Full Time
This is a 3 day per week maternity cover position (12 month FTC).

Main purpose of job:

To provide direct support to the International M&BD Director and others where required.

Main duties and responsibilities:

Diary management for Director, (with occasional support for Head of Marketing & Communications, Head of Services & Markets and Head of Clients & Sectors) including coordinating meetings on request and administrative support for the Director including managing correspondence, and drawing attention to urgent and important matters and/or dealing with them as necessary and arranging travel and business trips to our international offices
Proactively manage a projects list and monitor progress of projects/pending actions that sit with the Director and identify potential areas for delegation and manage bottlenecks
Taking telephone enquiries for the Director and deal with them directly and professionally
Coordinate administrative support to help manage the running of the International M&BD team including: managing email distribution lists; arranging team meetings and events (away days, parties, etc); maintaining organisation charts; maintaining the team's Absence Management System; coordinating desk moves and changes to IT requirements
Co-ordinate the International M&BD budget management process including: organising budget codes/signatories/expense; liaising with Accounts Payable team; maintaining intranet pages; processing of invoices/Credit Card statements; inter-office recharge queries; and reviewing management accounts on the Central Global and UK M&BD budgets. Dealing with enquiries on this
Coordinate the induction programme for new joiners in the international team and desk orientations
Coordinate conferencing facilities for the delivery of training with International M&BD and all departmental team meetings
Support the implementation of M&BD best practice, including maintaining documents and templates, managing the M&BD Filesite Document Management System
Provide administrative support to the implementation of the firm's M&BD programmes as directed, including developing and maintaining related intranet pages, posters and resources
Provide support for M&BD focused internal events, and to the Central Events team for organisation of signature client events on request
Work with the IT, HR and Finance teams to coordinate M&BD involvement in implementation of new processes, project roll-outs and development of systems
Run the BD for Secretaries initiative; ensuring information is shared with secretaries and necessary training is in place
Assist with distributing key firmwide information to all office locations, e.g. business plan and newsletters.
Act as the M&BD department's main point of contact for general queries and support.

Person specification

Education / qualifications / experience:

Minimum of 5 years Executive Assistant or PA experience, preferably within a Marketing & Business Development environment in a professional services firm or relevant sector
Attained at least four good grades at GCSE level, and a business administration or secretarial related qualification preferred

Knowledge and technical skills:

Self-motivated with strong time management and project management skills
Ability to deliver within challenging deadlines and deal with/prioritise multiple activities
Good grammar, punctuation and proofreading skills
Able to manage and implement a mix of PA and project tasks with a low level of supervision
Knowledge and proven experience of dealing with a busy and demanding diary
Strong IT skills are essential and a willingness to learn and roll out training of new packages is required. Advanced skills in MS Office applications including Word, Excel and PowerPoint are essential; Adobe Reader/Writer, InterAction and Sharepoint are also preferred.

General skills:

Ability to communicate at all levels in the organisation and externally. Building and maintaining constructive relationships with a variety of different individuals at different levels of seniority from PAs and Management team to other Business Services areas.
Supports new opportunities and practices within the role
Identifies opportunities to bring efficiency to the department and firm
Communicates confidently across a variety of channels
Experience working in an international role at a global or regional level is required

Other requirements:

Must be able to maintain a high level of confidentiality and discretion at all times
Must be proactive and have ability to work under own initiative.
Ability to work as part of a team and with other areas of the business. It is essential to be 'cheer leader' for the M&BD team and it's initiatives
Strong attention to detail
Aims to exceed expectations of high quality service delivery in every task
Flexibility with working hours when working events

Here at Simmons & Simmons:

We believe our people define us. Our working environment is genuinely collegiate with a supportive atmosphere and team ethos - we have a reputation for being a friendly culture which we are very proud of. Flexible working, an inclusive and diverse culture, our innovative approach and being truly international are just a few more things that make us, us.

Below are a few more reasons to consider Simmons & Simmons for your next career move:
• Competitive benefits package
• International offices including: Hong Kong; Lisbon; Dubai; Tokyo; Dublin; Milan; London; Madrid; Singapore to name a few
• Generous employee referral bonus program
• All year round dress down
• We have recently launched 'Pathways to Progression' - all about encouraging & enhancing future female talent in the firm
• All offices have their own artwork collections - we have a Damien Hurst and a Tracey Emin in the London office
• We were ranked as a Stonewall Top Global Employer and a Stonewall Star Performer in 2017

If you are interested in finding out more about this vacancy then please contact with any questions.