Dehns
Executive Assistant
London
Posted about 14 hours ago
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The Vacancy
Purpose of Role
The Executive Assistant will provide high-level administrative, organisational and governance support to the firm’s core leadership team. This consists of the Senior Partner, Managing Partner, the COO, and Business Service Director, though it is anticipated it will primarily be centred around the COO’s activities. The role will play a key part in ensuring the smooth and efficient operation of the firm's business functions, leadership activities and governance processes.
The position requires exceptional organisational skills, attention to detail, discretion and the ability to manage multiple priorities within a professional services environment.
The principal place of work will be the Firm’s London office. The Firm is located on other sites within the UK and Europe. Travel to and work from these offices may be required from time to time.
Key Responsibilities
Executive Support
- Provide proactive administrative and executive support to the COO, Managing Partner and Senior Partner and, where required, the HR Director or other Business Services Directors.
- Proactively manage complex diaries, schedules and competing priorities across multiple senior stakeholders.
- Coordinate meetings, appointments and business commitments, ensuring effective planning and time management.
- Coordinate internal and external meetings, including the preparation of agendas, reports, papers and supporting materials.
- Arrange travel, accommodation and itineraries where required.
- Screen and prioritise correspondence, emails and requests.
- Prepare presentations, reports, briefing notes and other documentation.
- Support the preparation and distribution of leadership and partnership reports, presentations and board papers.
- Manage confidential and sensitive information with the highest level of discretion.
Coordination & Business Support
- Act as a central point of contact between senior leaders and key stakeholders across the firm.
- Support the planning, coordination and administration of firmwide projects, operational initiatives and strategic priorities.
- Monitor progress against actions and deadlines, ensuring timely follow-up.
- Coordinate actions arising from leadership, management and partnership meetings.
- Support internal communications and the distribution of business information.
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Governance & Partnership Support
- Coordinate and support Management Board, Partnership and other governance meetings.
- Prepare agendas, meeting packs, reports and supporting documentation.
- Take accurate minutes and maintain records of decisions and actions.
- Monitor and follow up on actions arising from governance meetings.
- Assist with partnership administration and LLP governance requirements.
- Support the COO in ensuring governance documentation is maintained and retained appropriately.
- Liaise with Partners, Directors and external advisers on governance-related matters where required.
Risk & Compliance Support
- Support the COO with the coordination and administration of risk and compliance activities.
- Assist in monitoring key compliance requirements, deadlines and regulatory obligations.
- Maintain accurate records, documentation and tracking systems relating to risk and compliance matters.
- Support the review, update and communication of firm policies and procedures.
- Coordinate compliance-related meetings, training sessions and follow-up actions.
- Assist with internal audits, accreditations and other governance requirements, as required.
- Support the COO in administering LLP-related compliance obligations.
- Help ensure timely completion of compliance-related actions across the business.
- Act as a central point of coordination for risk, compliance and governance activities, working with stakeholders across the firm.
Stakeholder Management
- Build effective working relationships with Partners, Directors, Heads of Business Services and Business Services teams.
- Liaise confidently with internal and external stakeholders on behalf of senior leaders.
- Respond to enquiries professionally and efficiently, escalating where appropriate.
- Develop strong working relationships across the firm to facilitate collaboration and effective decision-making.
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Process Improvement
- Identify opportunities to improve administrative processes and ways of working.
- Support the implementation of new systems, procedures and operational initiatives.
- Help drive efficiency, consistency and continuous improvement across business support activities.
Skills & Experience
Essential
- Previous experience in an Executive Assistant, Senior Personal Assistant or similar role supporting senior stakeholders.
- Experience supporting senior executives, boards, committees or partnership groups.
- Exceptional diary management and organisational skills.
- Strong minute-taking and governance administration experience.
- Excellent written and verbal communication skills.
- Excellent attention to detail and ability to manage competing priorities.
- Strong Microsoft Office skills, including Outlook, Word, PowerPoint and Excel.
- Ability to handle confidential and sensitive information with discretion.
- Proactive, adaptable and able to work independently.
- Strong organisational and project coordination skills.
Desirable
- Experience within a professional services, legal or intellectual property environment.
- Experience supporting operational, risk or compliance functions.
- Experience coordinating projects and business initiatives.
- Experience supporting a Management Board, Executive Committee or Partnership.
- Knowledge of governance, risk and compliance processes.
- Knowledge of LLP governance and company secretarial practices.
Personal Attributes
- Highly organised and dependable.
- Professional, confident and approachable communicator.
- Strong relationship-building and stakeholder management skills.
- Solutions-focused with a proactive approach to problem-solving.
- Resilient and capable of operating effectively in a fast-paced environment.
- Highly discreet and trustworthy when handling confidential information.
- Collaborative team player with a positive and flexible attitude.
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