Senior Personal Assistant

Senior Personal Assistant to Regional Operating Officer

Looking for a Senior Personal Assistant to directly provide first class and comprehensive administrative support and secretarial service to the Regional Operating Officer ("ROO") on a 12 month contract. Additionally the Senior Personal Assistant will provide support to the Chief Financial Officer ("CFO") based in Brussels.    The Personal Assistant will  report to the ROO and is expected, on a daily basis, to create a positive working relationship between them and the team with whom they work.

Responsibilities of the Senior Personal Assistant:
Event Management
•Attending and arranging quarterly European Regional Council meetings at various locations in the Region. This includes communication to the group; liaising with a contact in the hosting office to arrange catering, a group dinner, meeting rooms, secretarial support; liaising with the Events Manager to arrange accommodation; and preparation and distribution of meeting materials.
•Provide support for the annual European Meeting including preparation and possible loading of meeting materials.
•Attending and arranging annual EMEA Chief Operating Officer meeting including communication to the group; accommodation; lunches/dinners; meeting rooms and the preparation and distribution of meeting materials.

Travel
•Attend all European Regional Counsel Meetings and annual European Meeting supporting ROO and EC Members. across EMEA. These meetings take place 5 - 7 times per year.
•Arrange all travel for the ROO (and CFO as appropriate) including: flights; accommodation; visas; currency; transfers; itinerary; meeting schedule and registration where applicable.

Meeting Materials
•Prepare, collate and distribute materials for all Executive Committee Liaison visits to EC Members and PAs.
•Prepare and collate Firm meeting materials including the Policy Committee meeting and Annual meeting.
•Prepare, collate and distribute materials for European Regional Council meetings.

Budget / Financial Summaries
•Assist in the preparation of annual regional budgets.
•Review monthly financial summaries for which the ROO has responsibility including processing reclassifications.
•Analysing budget spend and forecasting for next financial year.

Expenses
•Process expenses including: AMEX; taxi; mobile phone and other miscellaneous expenses.

Calls
•Acting as gate keeper/dealing with all internal and external calls on ROO's behalf.

Conference Calls / Video Conferences
•Set up regular and ad hoc conference calls including those with Executive Committee Members; Managing Partners; Regional Practice Group Leaders and Chief Operating Officers.
•Arrange webinars as required.

Inbox Management
•Monitor, respond to and action incoming emails/communications on behalf of ROO when appropriate.
•Drafting email correspondence/communications on behalf of ROO.

Diary Management
•Proactivity manage diary including booking meetings and meeting rooms (external venues where applicable), resolving diary conflicts and regularly communicating with ROO to ensure aware of changing appointments.

CFO / Regional Management Support
•Provide support to the Regional CFO. This includes, but is not limited to: travel arrangements; setting up conference calls; distribution of minutes and review of expenses.
•Providing PA support generally to the wider Regional Management team.

Communication
•Communicate both verbally and by email with members of the Global Executive Committee; European Regional Council; Managing Partners and Chief Operating Officers in the Region.

Distribution Lists
•Maintain accurate Outlook distribution lists for which you have ownership. Keep Global Services aware of relevant changes in the Region.

Various
•Filing
•Dealing with general queries from within the Firm
•Managing the production of presentations and other documents, for example excel spreadsheets and long documents, drafting where necessary and liaising with and delegating to others e.g Regional Team and
Creative Services
•Maintain subscriptions
•Collate feedback and set up yearly evaluations for European Business Development Unit, and
•Collate yearly Practice Group Budgets and Business Plans for review.

Team Work
•Provide support and back up to Global as required. Also provide support, where required (mainly travel), to the Chair of ERC and EC Member.
Skills and Experience Required
•Previous PA experience supporting senior management/executive level, ideally within professional services
•'Can-do' attitude
•Proactive, takes initiative and ownership
•Strong verbal and written communication skills
•Consistently demonstrates PA competencies to the highest level in all areas
•Strong technical skills
•Proficient in all software packages (Word, Excel, PowerPoint)
•Excellent working knowledge of the firm's house style, document management system, templates and precedents
•Attention to detail and accuracy
•Ability to act with discretion and confidentiality
•High level organisational and planning skills
•Efficiency
•Respects and enjoys the diversity of cultural, social and academic backgrounds found in the Firm

For more information please contact Aimee Baker