AJ Chambers ®
Executive Assistant
City of London
Posted about 15 hours ago
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We are hiring for a Executive Assistant to join a well-known, international City-based law firm.
You will be joining the Property & Workplace function which is a dynamic and integral part of the firm's central management team and is led by the Director of Property & Workplace, who reports directly to the Managing Partner.
Key Responsibilities
Executive & PA Support
- Provide comprehensive executive and PA support to the Director of Property & Workplace, maintaining the highest levels of discretion and confidentiality.
- Manage a complex and demanding diary, anticipating priorities and ensuring the Director is fully prepared for meetings and engagements.
- Draft and coordinate correspondence, meeting agendas and minutes.
- Prepare briefing materials and supporting documentation ahead of meetings.
- Process expenses and invoices on behalf of the Director.
- Assist with inbox management, prioritising communications and actioning matters as required.
- Coordinate travel arrangements and logistics.
Reporting & Communications
- Act as the central conduit for information between the Director and the five Property & Workplace teams.
- Coordinate the collection, collation and presentation of monthly reporting across all functions.
- Support the preparation of reports and presentations for senior leadership, management committees and wider business updates.
- Produce high-quality PowerPoint presentations in line with corporate branding standards.
- Draft and coordinate internal communications on behalf of the Director.
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Coordination & Stakeholder Management
- Serve as the key liaison between the Director and the Workplace Operations, Client Experience, Food & Beverage, Health & Safety and ESG teams.
- Coordinate departmental activities, priorities and actions to support strategic objectives.
- Build strong relationships across the business and act as a professional point of contact for stakeholders at all levels.
- Assist with the organisation of internal and external meetings and events.
- Coordinate holiday planning and resource coverage across teams where required.
Administration
- Maintain accurate filing systems and departmental records.
- Manage incoming correspondence and telephone enquiries efficiently.
- Maintain CRM and contact management data, ensuring information remains accurate and up to date.
- Demonstrate commercial awareness and proactively identify matters requiring the Director's attention.
Candidate Profile
Essential Experience & Skills
- Previous experience in a PA, Executive Assistant, Coordinator or Executive Support position within a professional services or corporate environment.
- Strong organisational skills with the ability to manage multiple priorities and deadlines.
- Excellent written and verbal communication skills.
- Experience supporting senior stakeholders at Director level or above.
- Advanced Microsoft Office skills, including Word, Outlook, Excel and PowerPoint.
- Experience working across multiple teams and functions.
- Strong stakeholder management and relationship-building capabilities.
- High levels of discretion, professionalism and sound judgement.
- Ability to remain calm and effective in a fast-paced environment.
- A proactive approach with the confidence to anticipate needs and take initiative.
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Personal Attributes
- Versatile and comfortable managing a varied workload.
- Diligent, highly organised and detail-focused.
- Approachable with strong interpersonal skills.
- Adaptable and responsive to changing priorities.
- Collaborative and service-oriented.
What's on Offer
- Opportunity to work within a prestigious City law firm.
- Exposure to senior leadership and strategic business operations.
- Modern, state-of-the-art office environment in the City of London.
- Collaborative and inclusive culture.
- Competitive salary and benefits package.
For more information please apply directly or contact Jess from AJ Chambers.
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Skills
Executive Support
Diary Management
Stakeholder Management
Microsoft Office
PowerPoint
Correspondence Drafting
Travel Coordination
Inbox Management
Reporting
Confidentiality
Relationship Building
Event Organization
CRM Management
Commercial Awareness
Professional Services Experience