Personal Assistant and Operations Coordinator - Owen Reed : Job Details

Personal Assistant and Operations Coordinator

Hybrid : 4 days in the office , 1 at home

Owen Reed is looking for a confident, client focussed and forward-thinking Personal Assistant and Operations Coordinator who is highly organised, to provide support to the Global Head of Facilities and Logistics and the Facilities and Client Services Manager for a top law firm in London.

This is an exciting role for a good communicator with a high level of interpersonal skills, required to liaise with people across all offices. The ideal candidate will be a self-starter, be very organised and accurate with excellent attention to detail and the ability to use their initiative and exercise judgement in challenging situations where required. The role requires a proactive individual who enjoys a busy and varied role.

Areas of focus and responsibilities

Extensive and often complex diary management; coordinating meetings across various time zones to best

utilise time and managing diary conflicts.

Complex travel arrangements for the Global Head of Facilities and sometimes other members of the

management team

Processing invoices and ad hoc expenses for the London and Cambridge offices, liaising with finance

department as appropriate and utilising firm's expense management tool. For large scale projects,

coordinating and keeping a track of invoices relating to the work.

General PA duties to include, PowerPoint presentations, Excel spreadsheets, working on Word documents

(mainly editing and proof reading), answering calls, processing expenses and creating surveys.

Day-to-day point of contact for all business travel related queries. Working with the firm's travel agents,

Reed & Mackay, providing support on the firm's booking portal and supporting the global travel leads in the

other offices to ensure high service standards.

Taking the lead on the travel arrangements for the Partnership Conference – liaising with the global travel

provider on flight and hotel requirements. Maintaining a list of the partner's movements to be used to

ensure the seamless operation of the conference.

Coordinating the insurance renewal process to include collating the information from other departments

within the firm to complete the insurance renewal questionnaires, checking insurance policies when

renewal takes place, dealing with administration of insurance throughout the year.

Organising the administration of the firm's company cars – taxing and insuring vehicles, organising parking

permits and penalty charges in relation to company cars and any incidents in relation to them.

Taking care of the Royal Albert Hall ballot – generating a survey monkey questionnaire on a monthly basis

for concert tickets available at the Royal Albert Hall.

Ensure that the first aider and fire warden lists are kept up to date on the intranet and refresher courses are

arranged for first aiders when certificates expire.

Updating and maintaining the Facilities areas on the intranet.

Ensuring documents and emails are e-filed appropriately and in line with the firm's e-filing policy.

Maintaining the Facilities iManage folders.

Supporting the carbon accounting process for the London office and potentially other offices if needed.

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

Qualifications required and experience in sector

Strong academic background, educated to graduate level or has equivalent professional experience

Advanced Microsoft Office skills and evidence of business writing and numeracy skills

Ideally you will have worked in a similar legal environment for a few years, with the ability to use your

initiative to pick up unfamiliar work quickly and be proactive

Skills and attributes

Passionate and enthusiastic about providing an exceptional service

The ability to stay calm under pressure

Strong attention to detail

The integrity to handle highly confidential information appropriately

Have the ability to use own initiative to adapt, and think laterally

Self-motivated and goal focussed, you will enjoy change and variety, and thrive under pressure

Technically advanced in Word, PowerPoint and Excel

The Essentials

9.30am to 5.30pm but flexibility is a must

In-office four days a week

12 week probation period

12 week notice period

Flexible benefits package including pension, private medical, season ticket loan, subsidised gym

memberships, lifestyle discount scheme, on site café and more