Senior Administrative Assistant (6m FTC)

Linklaters

Linklaters is a global law firm, with 31 offices in 21 countries worldwide. We are one of The Times’ Top 50 Employers for Women, a Working Families Top 30 employer, recognised by Stonewall as the leading employer for LGBTQ+ inclusion, and by the Social Mobility Employer Index as a top employer for advancing social mobility.

We love hearing from anyone who is enthusiastic about changing the Legal industry. Not sure you meet all qualifications? Let us decide! Research shows that women and members of other under-represented groups tend to not apply to jobs when they think they may not meet every qualification, when, in fact, they often do! At Linklaters, we are committed to creating a diverse and inclusive environment and strongly encourage you to apply.

The Role

As an SAA you will provide administrative support (including extensive diary management) to the Business Teams Transformation project team, under the supervision of the Chief Growth Officer’s PA.

The Business Teams Transformation project team are embarking on an extremely busy period and as such, require additional administrative support.

This role will work extremely closely alongside the current Chief’s PA, Jade Harlen.

Discretion is a huge part of this role as the team deal with sensitive information, so 100% confidentiality is required.

Key Dimensions:

• Undertake all administrative and clerical tasks as required using the most appropriate tools and resources to deliver the service effectively.
• Demonstrate flexibility and excellent service in supporting the Business Teams Transformation project team .
• Proactively contribute to the groups’/divisions’/firm’s success by actively seeking to improve working processes, anticipating needs of colleagues and taking action accordingly.

Key Responsibilities

1. Administrative and Secretarial Support to the Business Teams Transformation project team:

• Extensive diary management across multiple time-zones and confidence to pro-actively deal with ever changing schedules (often at very short notice).
• Confidence to liaise with external contacts re meetings/interviews.
• Meeting room bookings (including tech/catering requirements) and subsequent follow-up to check room details/update invites accordingly.
• Pro-actively assist with the preparation and collation of papers ahead of meetings.
• Research and book restaurants/event locations (UK and global).
• Assist with expenses reimbursements (UK and overseas) and submitting the appropriate form.
• Assist with domestic and international travel bookings.
• Create and amend contacts and distribution lists.
• Manage confidential data.
• Assist with resolving IT issues, liaising with IT support, including in relation to printer errors.

2. Document processing:

• Print and scan documents, including resizing pages for printing, when required.
• Create folders and folder labels.
• Assist with document comparisons (including compareDocs) and conversion of documents into PDF and other formats.
• Assist with document formatting.
• Assist with Egress account set-ups (external information sharing platform).

3. Teamwork and communication:

• Build effective networks and relationships across the firm in order to complete tasks in the most effective way for the business.
• Proactively offer support to the team in line with the firm’s ‘one team’ approach, sharing workload and experience.
• Offer flexibility and openness to a broad range of tasks.
• Use all available Firmwide resources to meet work deadlines.
• Communicate effectively and behave in line with firm’s values.

4. Continuous improvement and development:

• Ensure continuous improvement of own competencies and skills in order to provide excellent professional assistance.
• Attend training as required to keep up to date with firm processes and procedures and new technologies, sharing the knowledge and learning with colleagues.
• Consider and suggest ideas for improving processes and ways of working within own area of responsibility and those within the wider team, escalate issues where appropriate;

About You

Softs skills:

• Trustworthy and discreet
• Integrity and ability to maintain confidentiality
• Confidence to liaise with senior management PA’s and senior managers directly
• A committed team player
• Proactive and enthusiastic, positive can-do attitude
• Excellent communication and interpersonal skills
• Adaptable and flexible
• Strong organisational skills and attention to detail
• Ability to cope with pressure and conflicting demands on time
• Able and willing to follow through, exercise judgement and take responsibility for and conclude actions
• Confident and professional manner
• Flexible and receptive to change in line with business demands
• Able to prioritise work effectively
• Commercially aware, understand internal and external client

Other:

• GCSE English Language and at least 4 other GCSEs (including Maths) at Grades 9-4
• A level (or equivalent)
• CILEX/ILEX or Secretarial qualification
• IT literate
• Word, Powerpoint, Outlook
• Printing and scanning equipment knowledge

Our Benefits

This role is based at the Linklaters London office with a hybrid working model available.

Joining Team Linklaters will see you qualify for a range of benefits designed to reward the vital contribution you’ll be making to our success. These include:

Health & Wellbeing:

• Private Medical Insurance
• Free in-house fitness centre and subsidised health club memberships
• Free onsite GP service and periodic health assessments

Finance:

• Pension and flexible savings options
• Income protection and life assurance
• Mortgage advice and will-writing services.

Family & Lifestyle:

• Electric car and cycle to work schemes.
• Emergency family care
• Additional holiday/birthday leave.
• Maternity/paternity/shared parental leave.
• Travel insurance and season ticket loan
• Option to join sports and social clubs, as well as our employee networks groups (such as our Gender Equality, With Pride, or Social Mobility Networks)

Technical Skills

This list of duties and responsibilities above is not exhaustive. It is intended to describe the general content of, and requirements for, the performance of this job. As such, the role may also include the undertaking of additional tasks as required.

Application Policy

Applications and CVs (direct or via agency) are only accepted online via the portal. Queries related to our roles must be directed to the relevant recruitment team and not the partners, practices or stakeholders (lateralrecruitment@linklaters.com for legal roles or ukbtrecruitment@linklaters.com for business team roles).

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