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 Coordinationo 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.
Job Title
Executive Assistant (EA)