Executive Assistant to the Chief Operating Officer

Freeths; Nottingham; On-site; GBP 30,000 - 50,000; Full time

Job description

About The Role

This role will assist the firm's Chief Operating Officer (COO) in their day-to-day duties and support the Operations Consultant, Premises Consultant, and other operations Board Directors as required. The successful candidate will be adaptable, highly organised, proactive, professional and have substantial prior experience working as a PA/Executive Assistant in a similar role. We trust our people to work flexibly in the way that works best for them, their teams, and our clients. Our firm is set up to ensure everyone’s voice is heard, and mutual respect is shown by all.

Key Responsibilities

• Manage the COO’s diary, scheduling meetings and appointments ensuring the appropriate documentation is available to the COO prior to any meetings.
• Act as a point of contact between the COO and internal/external clients/contacts.
• Manage the COO’s email inbox – highlighting urgent emails, responding to emails by drafting or dictation on behalf of the COO.
• Filing emails and attachments appropriately.
• Make travel arrangements/hotel bookings.
• Arrange meetings including board level meetings, ensuring collation and distribution of agendas and meeting papers in advance.
• Ensure that technology needs for meeting are fully prepared in advance to ensure meetings run smoothly and to time.
• Take minutes of meetings, collate reports, prepare presentations and distribute documents as appropriate.
• Record and submit COO’s expenses.
• Attend meetings / chase progress on projects etc on behalf of COO.
• Plan and deliver events such as conferences as required.
• Assist with various projects and initiatives led by the COO, ensuring deadlines are met and objectives are achieved.
• Handle sensitive information with the utmost discretion and maintain confidentiality at all times.

Your Skills And Qualifications

• Education: A bachelor's degree in business administration, management, or a related field is preferred.
• Experience: Proven experience as an executive assistant or in a similar role, preferably within a law firm or professional services environment.
• Skills:
• Diary Mastery: Proven experience juggling complex schedules.
• Strong problem-solving skills and the ability to work independently.
• Excellent communication skills: Comfortable engaging with stakeholders at all levels.
• Detail-Oriented: Delivering high-quality output with precision.
• Tech Know-How: Proficient in IT particularly, Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) with great analytical skills.
• Adaptable and Innovative: Thrive in a fast-paced, ever-changing environment.
• Relationship Building: Communicate confidently at all levels and forge strong business connections.
• Time Management: Prioritise and multitask seamlessly.
• Personal attributes: Professional demeanour and appearance.

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Do we sound like a match? If you’re someone who cares deeply, communicates openly and collaborates effectively, then we’d love to have you join our diverse, inclusive team.