Hybrid Personal Assistant at Herbert Smith Freehills

The Opportunity

Strong organisational and administrative skills are essential for this role, as is absolute integrity in the handling of highly confidential information and materials. 

• Supporting the Chief New Business and Enterprise Risk Officer, Director of New Business Intake and the senior New Business Intake Management Team with their day-to-day administrative and operational management tasks.
• Provide calendar and time management support for senior leaders in the Department, including scheduling, booking meeting rooms, resolving calendar conflicts, and coordinating and prioritizing internal and external meetings
• Assist with tasks in relation to document and database management (e.g., preparing documents, archiving documents in iManage or other document management software and preparing PowerPoint decks)
• Provide a wide variety of project management, administrative and operational support for the New Business Intake Teams
• Approving annual leave requests and reporting absences via the internal HR system, adding annual leave to team calendars where necessary
• Manage general inquiries, including directing requests to appropriate team members, responding to certain employee inquiries, and ensuring timely responses to urgent issues
• Perform ad hoc administrative and operational tasks to support the Department (e.g., creating PowerPoint presentations and managing logistics for global department meetings and other team social events)
• Monitoring the Retainers team inbox, dealing with queries and saving letters
• Maintaining the New Business Intake Business Continuity plan and contacts.
• New starter induction planning and assistance for new NBI team members
• Dealing with NBI invoice payments, completing the relevant internal forms and obtaining the relevant signatures
• Tracking team budgets and preparing team annual budget requirements/figures
• Maintaining NBI global policies and intranet pages.
• Vendor licences i.e. maintaining the admin portal, opening support tickets for team members, liaising with procurement if new licences are required

Qualifications, skills and experience

• PA or relevant level of administrative experience.
• Outstanding organisational skills.
• Willingness to undertake training in new software to assist with tasks i.e. Qualtrics, the Learning Hub, data rooms.
• High working knowledge of Outlook, PowerPoint and Word is essential.

Team

Location

Contract type

Diversity & Inclusion

We are committed to attracting people from all backgrounds and creating a respectful and inclusive culture where everyone thrives. We see this as essential to our success, including our ability to innovate and achieve sustained high performance. This is a key part of our Values—Human, Bold, and Outstanding.