Administrative Assistant (Scheduler) (contract)

Linklaters LLP; Camden Town; On-site; GBP 30,000 - 40,000; Full time

Job summary

A global law firm is seeking an Administrative Assistant (Scheduler) in London to provide crucial support in managing complex diaries, coordinating meetings, and liaising with stakeholders. The ideal candidate will possess exceptional organizational skills, strong communication abilities, and the utmost discretion when handling sensitive information. The position offers a full-time contract with a focus on enhancing client experiences through efficient scheduling and administration.

Benefits

Agile working solutions

Health and wellbeing support

Custom-fit career paths

Qualifications

• Proven experience in a similar coordination or scheduling role.
• Exceptional organizational skills to manage multiple schedules.
• Strong interpersonal and communication skills to liaise with stakeholders.
• High level of discretion and trustworthiness with confidential information.
• Proficiency with scheduling and collaboration tools.
• Attention to detail and ability to resolve logistical challenges.
• Understanding of data privacy requirements.

Responsibilities

• Coordinate, arrange, and manage calendars for stakeholders.
• Serve as the primary point of contact for scheduling-related inquiries.
• Book meeting rooms and arrange necessary technology.
• Maintain accurate records of meetings and track attendee responses.
• Handle sensitive information with appropriate confidentiality.
• Propose improvements to scheduling processes.

Skills

Organizational skills

Strong communication skills

Attention to detail

Discretion and trustworthiness

Problem-solving ability

Tools

Microsoft Outlook

Microsoft Teams

Job description

Overview

London, London. Contract, Full time. Linklaters are delivering an ambitious transformational change programme to re-imagine the way that our Business Teams work with the practice to deliver an exceptional client experience. The programme is central to the achievement of the firm's strategic ambitions. As an Administrative Assistant (Scheduler) you will provide vital support to the programme, managing complex diaries, liaising with stakeholders and managing record-keeping and meeting logistics. Organisational skills, strong communication skills, and a high level of discretion and trustworthiness are essential.

Responsibilities

• Meeting scheduling: Coordinate, arrange, and manage calendars, ensuring all participants’ availability; proactively identify potential conflicts, prioritising appointments, and optimising schedules; proactively manage changes, cancellations and rescheduling, communicating all updates promptly.
• Stakeholder liaison: Serve as the primary point of contact for scheduling-related enquiries; communicate logistical details (such as meeting invitations, agendas, locations and video conference links) clearly and in a timely fashion to all stakeholders.
• Logistics and support: Book meeting rooms, arrange for technology (e.g., video conferencing), and coordinate with facilities and IT as needed; ensure documentation (e.g., agenda, meeting materials) is distributed and available ahead of meetings.
• Record keeping and administration: Maintain accurate and up-to-date records of meetings; track attendee responses and prepare summary schedules as appropriate; organise and circulate meeting agendas and supporting documents securely ahead of meetings; oversee or support production of confidential minutes or follow-up materials where necessary.
• Confidentiality and professionalism: Handle sensitive information and discussions with appropriate levels of confidentiality and discretion; apply strict confidentiality protocols when handling sensitive information, both during scheduling and throughout associated communications.
• Continuous improvement: Propose and support improvements to scheduling processes and administrative efficiency.

Qualifications

• Proven experience in a similar coordination or scheduling role; experience supporting senior stakeholders in a professional environment (ideally legal, consultancy, or financial services).
• Exceptional organisational skills; demonstrated ability to manage multiple schedules, priorities, and urgent requests without loss of detail or accuracy.
• Strong interpersonal and communication skills; comfortable communicating with senior personnel and external parties with professionalism, tact, and discretion.
• High level of discretion and trustworthiness; track record of handling confidential or sensitive information appropriately.
• Proficiency with scheduling and collaboration tools; confident using Microsoft Outlook, Teams, and other scheduling systems or document management platforms.
• Attention to detail and problem-solving ability; ability to anticipate and resolve scheduling conflicts, errors, or logistical challenges promptly.
• Understanding of data privacy requirements; familiarity with confidentiality, data protection protocols, and best practice in secure information handling.

About Linklaters

Linklaters is a global law firm, with 31 offices in 21 countries worldwide.

Linklaters is a people business. Being best in class in the eyes of our clients means that our people must be exceptional. We look not only for brilliant minds, but for people who will thrive in our environment: people who love working collaboratively and demonstrate the innovative, efficient, agile, entrepreneurial, and responsible mind-set we aim to bring to every interaction. Ours is an environment of outperformance. We achieve this not with targets and incentives, but by fostering a positive, supportive, fair, and open atmosphere. We respect and value difference but insist on inclusivity. We celebrate all aspects of diversity and challenge any form of bias. This is vital to our ability to work as one team, with a common goal.

What sets us apart

• We offer a truly global work experience and the opportunity to be involved in strategic projects that drive innovation and shape the future of our business
• We belong to a firm that embodies its corporate social, environment, and governance responsibility commitments
• We remain focused on talent and having the best people which will result in a diverse workforce
• Having got the best people, we want them to feel included, valued and respected so they can perform at their best
• We advocate speak-up culture to empower our people in sharing their voices and an open-door policy to ensure they are listened to
• We invest in custom-fit career paths for our people in line with their talents and aspirations
• We provide agile working solutions to meet the changing needs of our people and our business
• We are committed to people first relationships based on mutual trust, respect, and appreciation
• We support the health and wellbeing of our people, providing a safe space to talk about emotions and mental health with access to expert advice as needed
• We invest in developing leaders of the future who demonstrate emotional intelligence and a passion to discover, coach and develop the talents of others