Team Assistant

Schillings; London; On-site; GBP 30,000 - 50,000; Full time

Job summary

An established industry player is seeking a proactive and well-organized Team Assistant to support its Directors and Executive Assistants. This dynamic role involves managing diaries, preparing meeting materials, and assisting with business development efforts. The ideal candidate will possess exceptional organizational skills, strong communication abilities, and a keen attention to detail. Join a collaborative environment that values innovation and excellence, where your contributions will directly impact high-profile clients and their needs. If you thrive in a fast-paced setting and are eager to make a difference, this opportunity is perfect for you.

Qualifications

• At least 2 years' experience in a similar role.
• Exceptional attention to detail and organizational skills.
• Strong verbal and written communication skills.

Responsibilities

• Manage diaries and coordinate meetings effectively.
• Assist with business development activities and CRM data management.
• Provide administrative support to Executive Assistants.

Skills

Organizational Skills

Communication Skills

Microsoft Office

CRM Systems

Analytical Thinking

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Schillings

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.

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.

Job Title: Team Assistant

Reporting to: Executive Assistant

Job Purpose:

This role supports Directors with day-to-day diary management, proactive business development support, and organisation. This includes proactively following up with contacts to arrange meetings; preparing briefing packs ahead of meetings; managing diaries; expertly juggling priorities; and working closely with colleagues in the Clients and Markets team on business development, events, and marketing campaigns.

In addition to supporting the Directors, this role also offers administrative support to the Executive Assistants within the Schillings Communications business. This includes managing expenses, facilitating meeting rooms, and liaising with wider business units as necessary.

The role requires an astute and supremely well-organised person, who attends to their duties to a very high standard and proactively, with the requisite confidence, diplomacy and discretion. We are looking for someone who is comfortable operating at elevated levels, including in direct contact with our clients. The candidate must be articulate and have experience within a corporate environment.

Schillings is a busy, dynamic and entrepreneurial business providing a 24/7 service to our clients globally, so a responsive, flexible and diligent mindset is essential.

Role Accountabilities:

Broadly these fall into two categories: administration and business development support. Highly efficient administration skills are needed to maximise and optimise the time available to Partners.

Administrative Support includes, but is not limited to:

• Diary management: Scheduling and coordinating meetings, appointments, resolving clashes and proactively taking ownership.
• Mailbox Management
• Meeting preparation: Assisting with preparing papers and agendas.
• Travel Arrangements: Booking national and international travel and preparing travel itineraries.
• Data Entry: Inputting and updating information in databases and spreadsheets
• Expense Management: Processing expense reports, extending this support to the Executive Assistant team within the team.
• General administrative support to the Executive Assistants.
• Liaising with the wider business units
• General administrative duties including printing, typing, proof reading, amending and formatting documents/ reports/ presentations into Schillings house style.
• Absence cover for other members of the SCOM support team.
  
  

Business Development Support includes, but not limited to:

• Be diligent in the collection of and storing of data and intelligence into the CRM system.
• Be knowledgeable about the firm's BD methodology and process to develop client relationships.
• Act as a point of contact for administration of BD activities. Liaise with the Clients & Markets team to understand current BD activities alongside preparing Taxi Reports/Bios for BD meetings.
• Ensure intelligence/data from meetings are submitted and any follow up actions identified are managed and actioned. Provide periodic updates on outstanding actions.
  
  

Knowledge, Skills and Experience Required:

• At least 2 years' experience in a similar role.
• Very well organised with exceptional attention to detail.
• Strong verbal and written communication skills.
• An ability to work effectively at all levels.
• Skilled at anticipating others' requirements, effectively managing priorities and expectations, and navigating issues to deliver a calm service, making the sometimes difficult appear always easy.
• Advanced Microsoft Office skills are essential, particularly Outlook, Word, Excel and PowerPoint.
• Experience of using case management and client relationship management systems (CRM) will be advantageous.
• Analytical thinker - driven by curiosity to get to the bottom of things and solve a problem.
• Interest in global current affairs, the work that Schillings does and our clients.
• A team player and excellent listener who thrives in a fast-paced environment.
  
  

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.

Please let us know if there are any extenuating circumstances we should consider, or any adjustments we may need to make to our selection process, when making your application

Find our candidate privacy notice here, Candidate Privacy Notice (schillingspartners.com)