Job
Description
AP & Partners is looking for an experienced executive assistant to join our team. The ideal candidate will have prior experience of not less than 5 years in a similar role working with senior management, ideally at a law firm or other professional services organisation. Key Responsibilities: · Calendar Management: o Manage calendars, including scheduling appointments, meetings, and travel arrangements. o Coordinate internal and external meetings, ensuring availability and prioritizing conflicting commitments. · Communication and Correspondence: o Serve as the primary point of contact for internal and external stakeholders, screening and prioritizing emails, phone calls, and other communications. o Draft and proofread correspondence, reports, presentations, and other documents on behalf of executives. o Ensure timely and professional responses to inquiries, requests, and invitations. · Travel Arrangements: o Arrange complex travel itineraries, including flights, accommodations, transportation, and visas, considering preferences and business requirements. o Prepare detailed travel packets and coordinate logistics to ensure smooth travel experiences for executives. · Timekeeping and invoicing. o Record time entries for partners and lawyers in our time-keeping software. o Prepare invoices on a monthly basis. · Meeting and Event Coordination o Coordinate logistics for meetings, conferences, and events, including venue selection, catering, audiovisual setup, and materials preparation. o Attending meetings, taking minutes, and following up on action items to ensure the timely execution of decisions and resolutions. · Information Management: o Organize and maintain electronic and physical files, documents, and records in a systematic and accessible manner. · Administrative Support: o Provide general administrative support such as expense management, invoice processing, and supply inventory management. o Assist with special projects, initiatives, or ad hoc tasks as assigned by executives. o Act as a liaison between executives and other team members, departments, or external partners. Qualifications: · Bachelor's degree in business administration, management, or a related field preferred. · Proven experience as an executive assistant or in a similar administrative role, preferably supporting C-suite executives. · Exceptional organizational and multitasking abilities, with a keen attention to detail. · Strong communication skills, both verbal and written, with the ability to interact professionally at all levels. · Proficiency in office software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and calendar management tools. · Ability to anticipate needs, exercise sound judgment, and handle sensitive information with discretion. · Flexibility to adapt to changing priorities, deadlines, and work environments. · Professional demeanor, proactive attitude, and a commitment to delivering high-quality support. Show more Show less
