Job Description

The role requires strong organizational skills and high attention to detail as well as excellent command of the English language, both verbal and written. Role holders will need to be confident liaising with clients and dealing with senior level individuals both internally and externally. You must demonstrate exceptional interpersonal skills and be always approachable and enthusiastic yet professional. You will have a hands-on proactive attitude and be comfortable working independently, taking initiative to get things done. A flexible approach is essential as well as the ability to anticipate the needs of Managing Directors (MD) coupled with confidence in delivering high standards of service at all times.

• Providing high standards of administrative support to Managing Directors ensuring that all necessary arrangements and relevant documentation are delivered in a timely fashion to a high degree of accuracy
• Complex diary management including organizing internal and external meetings and managing any logistics that may be required
• Management of Managing Directors’ inbox including dealing with correspondence such as prioritizing emails, drafting emails and letters as well as typing up documents
• Responsible for all aspects of arranging travel and accommodation including coordinating visas, booking flights, hotel accommodation, car transfers and taxis, producing travel packs and itineraries
• Producing, designing, formatting and collating documents in Word, Excel, and PowerPoint and/or liaising with the Design team to ensure documents are formatted correctly in line with brand
• Occasionally coordinating practice development activities such as external marketing events and marketing initiatives, including organizing events and attending in person if required.
• This may also involve setting budgets, sourcing venues, negotiating rates, dealing with the bulk of the venue liaison, and overseeing all logistics for the event, (sending invitations, ensuring budgets vs expenditures are reconciled and processed accordingly, compiling mailshots and marketing packs)
• Organizing internal events such as management away days, community conferences, team building activities, lunches, and staff away days, as required
• Managing the Radius database - this includes taking direct responsibility for entering and updating MD activities, acting as Radius champion, and performing data quality management tasks for MD’s while ensuring contacts within the database are maintained accurately. In some cases, this will involve working with the Administrative Assistants
• Ensuring the time entry for Managing Directors is entered correctly, notifying accounts when practice development time can be moved to billable
• On the MDs request, liaising with Accounts on the timing of client invoices, checking draft engagement letters, adapting invoices to client specification, chasing, and updating the relevant Managing Directors on their aged Debtors
• Ad-hoc client/project work as required, which could typically include obtaining specific client/prospect meetings, MD specific work related to their individual role and billable work including business development and marketing tasks.
• This list is not prescriptive and could include a variety of tasks which will be dependent on the needs and requirements of the specific Managing Director
• Task supervision of your delegated tasks to the Administrative Assistants, e.g. processing of expenses, printing, photocopying, binding and filing, Radius entries and time entry, to ensure Managing Director deadlines are met and that seamless support is provided to the MD
• Assisting the MDs with a small amount of personal administrative tasks as required (dependent upon the needs of the individual MD)
• Helping other Managing Director Assistants where necessary and providing cover for holiday/sickness.
• Completing ad-hoc projects/tasks on request both within and outside the local Administrative Professional team where required

Required Knowledge, Skills, and Abilities

• Prior experience supporting Managing Directors, in a similar professional environment is required
• Strong Microsoft skills essential
• Educated to GCSE level or equivalent, with a grade ‘B’ or above in English Language and Math
• Excellent organizational skills - ability to manage time, priorities conflicting demands, multi-task and work to tight and structured deadlines
• Ability to build close working relationships with the relevant Managing Directors so that you are able to anticipate future needs
• Highly proactive, self-motivated, and can-do approach with the ability to work on own initiative as well as within a team
• Ability to learn new systems and processes quickly and the desire to pick up new skills
• High level of accuracy and attention to detail
• Outstanding communication skills (verbal and written)
• Discreet and able to handle highly sensitive information in confidence
• Excellent interpersonal skills – confident at dealing with senior individuals within the business, approachable and with a good sense of humor