Executive Assistant!

A leading global Investment Management firm is looking to hire an outstanding Executive Assistant to support their General Counsel and members of the European Legal Team. 

The firm has an exceptional reputation, high staff retention and offers 1 day a week WFH (with flexibility), highly competitive remuneration, and a professional and friendly team and is a brilliant place to work! Based in Mayfair in a desirable location the firm offers fantastic in-house perks to all staff members including fully stocked kitchen, breakfast and lunch provided, snacks and an excellent coffee machine to get you through the day!  

Unbeatable benefits and generous bonus. 

The client is looking to find an EA with experience supporting a legal team in-house ideally within a similar investment firm or within a fast based, busy and professional firm. This will be a fast-paced role that requires high levels of accuracy and organisation. Looking for a bright Assistant of graduate calibre. Proven track record of longevity in positions, a team-oriented person with strong initiative who is able to take ownership of their work. 

Duties include:

• Screen incoming calls for the team and greet guests in a professional and courteous manner

• Schedule and organize meetings and where off-site all related logistics including flights, cars, hotels and relevant visas

• Diary management is extensive and ever-changing requiring ability to accommodate last minute changes as many matters are time-sensitive.

• Sending NDAs for review as well as arranging for these to be executed and filed

• Liaise with external counsel to organise the execution of legal documentation and arrange board and committee meetings;

• As part of a growing European Legal team, provide assistance in the recruitment process: liaising with recruiters, organising interviews and assisting with onboarding. There is separate process for onboarding legal secondees.

• Prepare and edit relevant materials for team, including PowerPoint presentations, Word Documents, and Excel Spreadsheets. Edit for accuracy and clarity of final copy; proofread for spelling, grammar, format for consistency and make the appropriate changes

• Allocate and process expenses for the legal team, including American Express and Out of Pocket expenses using the Concur expense management system

• Process legal and track invoices in the legal billing system, ensure accurate coding

• Manage work priorities independently and respond to business outside of normal business hours as needed

• Perform other related general administrative tasks for executives as assigned and required

• Coordinate closely with team and other assistants to provide phone coverage and back up assistance