Executive Assistant

Schillings; City Of London; On-site; GBP 30,000 - 60,000; Full time

Job summary

Join a dynamic and forward-thinking firm that excels in managing high-stakes situations for a diverse clientele. As an Executive Assistant, you will play a crucial role in supporting senior leaders, ensuring seamless operations, and enhancing communication across teams. This position offers an exciting opportunity to work in a collaborative environment where your contributions will directly impact the success of the organization. With a commitment to professional growth and a strong culture of excellence, this role is perfect for someone who thrives in a fast-paced setting and seeks to make a meaningful difference in the world of reputation and crisis management.

Benefits

Competitive salary packages

Professional development opportunities

Collaborative work environment

Qualifications

• Proven experience as an Executive Assistant in a fast-paced environment.
• Strong organizational skills and ability to manage multiple projects.

Responsibilities

• Optimize schedules and manage inboxes for senior executives.
• Coordinate business development initiatives and maintain CRM systems.

Skills

Administrative Skills

Time Management

Communication Skills

Problem Solving

Attention to Detail

Team Collaboration

Education

Experience as Executive Assistant

Familiarity with C-suite roles

Tools

Microsoft Office Suite

Legal Case Management Systems

CRM Systems

Job description

Schillings handles high stakes situations for our international clientele; high profile and successful people, companies and other organisations across the world. The high stakes situations they face affect their reputations, their privacy and their security, both digital and physical. That is why we apply a particular focus to protecting these three assets. The high stakes situations present both threats that need to be mitigated, and opportunities to be taken.

We believe everyone has a right to fair treatment of their reputation, to a reasonable expectation of privacy and to feel safe.

Uniquely, Schillings combines five capabilities under one roof to handle these high stakes situations: intelligence, law, communications, security and diplomacy. Our experts contribute to this multidisciplinary mix, or they are in the business support teams that reinforce that mission: marketing, HR, finance, risk and compliance and client services.

Because we are a growth business, opportunities appear in all areas and at all levels. We have the largest team of specialist lawyers in the world, an expanding Intelligence & Investigations team, a growing Critical Risks unit, an evolving Digital Resilience practice, and a new communications agency – Schillings Communications – that will grow significantly in the next three years.

Schillings is a collaborative, fun and welcoming place to work, with a positive culture, strong values and a developed service ethic. We require commitment, diligence, agility and professionalism, and in return provide competitive packages and incredibly stimulating and interesting work. We are committed to sharing learning and creating development opportunities so you can progress your career with us. Our people’s career trajectory and longevity at Schillings is a good example of this: a third of our people have been at the business for over five years. Join us and become part of our story.

Schillings Communications

Schillings Communications, founded by Schillings, Victoria O’Byrne and George Pascoe-Watson, makes the group the first of its kind in the market offering clients a multi-disciplinary model of legal, intelligence, investigations, digital, security, strategy, and communications all under one roof.

Our objective is to support clients with complex challenges and opportunities and to bring together mixed specialists to solve those problems as efficiently and effectively as possible.

Schillings Communications provides senior counsel during high-stakes situations, rather than steady-state PR. You will work alongside our legal, intelligence, investigations, and security practices to offer clients world-class counsel.

Job Purpose:

An experienced Executive Assistant is required to support the Schillings Communications business. The ideal candidate will have strong administrative skills and be confident, proactive, and collaborative in their approach.

You will be responsible for optimising schedules, managing inboxes and calendars, ensuring excellent meeting preparedness and travel arrangements, enhancing communication and information flow, maintaining a robust knowledge management system and assisting with business development activity.

Reputation and crisis management is fast paced and dynamic. We’re seeking someone who can anticipate the needs of the team, manage changing priorities, problem solve and deliver excellent client service to internal stakeholders and external contacts and clients. Some collaboration is required with various teams at Schillings, the parent company.

Role Accountabilities:

Administration

• Collaborating with a Partner (and 1 or 2 Directors) to understand their goals, priorities and challenges.
• Mailbox management - scheduling meetings and appointments, filing support, expenses, management of team holiday calendar.
• Organising seamless travel arrangements to minimise disruption to the Partner/Directors schedule.
• Resourcing coordination and allocation, maintaining a resource tracker, flagging where there is/isn’t capacity.
• Liaising with Finance & Compliance to manage client files, including working with the billing team to send out invoices.
• Document formatting, plus ability to develop key documents like proposals, mandates and PPT decks.
• Proactive role in preparing presentations and materials for key meetings.
• Assist with the management of CRM for Schillings Communications, pulling reports, tracking of contacts and key communications.
• Acting as communication hub between the Partner/Director and internal/external stakeholders.
• Maintaining regular contact points for the whole team and clients, arranging team meetings and socials.
• Internal talent development support, arranging regular line manager check ins, ensuring maintenance of professional development plans.
• Introducing time-saving strategies, tools and processes to maximise the Partner/Director productivity.

Business Development

• Working with Business Development and the Schillings Communications team to execute on key initiatives throughout the year to promote the strategic communications offer. This includes:
• Researching organisations and identifying new leads and potential markets.
• Working with the Partners and Business Development Manager to convert opportunities to client work.
• Understanding current BD goals, updates to brief and actions arising from marketing campaigns.
• Proactively coordinating Partners’ BD pipelines and campaigns, ensuring meetings are tracked and logged.
• Maintaining a robust information management system.

Knowledge, Skills and Experience Required:

• An experienced EA, familiar working with senior/C-suite people in demanding roles, anticipating their requirements, effectively managing priorities and expectations, and navigating issues to deliver a seamless service to stakeholders.
• A team player and excellent listener who thrives in a fast-paced environment, ensuring the smooth running of their Partner/Director day-to-day and contributing to the growth and development of the practice.
• Highly organised, with excellent attention to detail, strong time management skills and the ability to coordinate multiple projects.
• Professional, calm, and confident interacting with a wide range of high-profile individuals.
• Advanced Microsoft Office skills are essential, particularly Outlook, Word, Excel and PowerPoint.
• Experience of using Legal case management and client relationship management systems (CRM) will be advantageous.

Life at Schillings

Given our audacious (and successful) business strategy, it is not surprising that Schillings has a very strong culture. The atmosphere is highly collaborative and focused on excellence. We have worked hard over the years to develop a coaching culture and are remarkably non-hierarchical, especially given our roots as a law firm. Schillings has adopted a set of values to put at the heart of this change and they reflect the intention and tenor of our ambitious plans. They are: ‘Innovative; Bold; United; and Excellent’. Our client list speaks for the outstanding results that have been delivered over many years and the task now is to grow without losing any of the commitment to delivering for clients or the service ethos. Finding people who share our values and can thrive in this environment is key to our success.

It takes a unique mix of people to create something truly great. We appreciate that diversity of thought, background and culture creates the best environment to truly innovate, solve problems and achieve our goals. We welcome candidates from all backgrounds – if you are driven and want to achieve your best then we will give you the platform and support to succeed.