Facilities and Workplace Executive

Award winning law firm are looking for an experienced facilities, property and workplace coordinator/executive. This new role requires experience in high level communication across facilities departments acting as the central point of contact ensuring the smooth flow of communications and activity. The successful candidate will provide high-quality PA support, coordinate reporting and communications, and play a key role in keeping the department connected, informed and aligned. This role is hybrid role with 3 days per week in their high end City based office.

PA & Executive Support

• Provide comprehensive PA support to the Director of Property and Workplace, maintaining the highest levels of confidentiality and discretion at all times

• Manage the Director's diary effectively, anticipating requirements and ensuring they are well prepared for all meetings and engagements

• Ensure the Director has all relevant papers and briefings ahead of meetings, often with minimal instruction

• Manage expenses and invoices on behalf of the Director

• Action and manage emails and inbox as required, forwarding and prioritising as necessary

Reporting & Communications

• Act as the central conduit for information flowing between the Director and the five Property and Workplace teams

• Ensure regular reports are received, collated and presented from all areas within the Director's remit in a timely manner each month

• Prepare accurate and visually compelling PowerPoint presentations, adhering to brand guidelines at all times

• Coordinate activities, actions and priorities across all five teams, ensuring alignment with the Director's objectives and the firm's wider strategy

Administration

• Establish and maintain effective and accurate filing systems, ensuring project files and all relevant records are current, accurate and easily accessible

• Deal with incoming and outgoing mail and calls professionally and efficiently

• Manage contact and relationship data in the firm's CRM system (InterAction), maintaining its accuracy and currency

• Demonstrate awareness of issues and challenges affecting the business and bring these to the attention of the Director as appropriate

We are looking for a highly capable and experienced professional who brings the following qualities and experience:

Essential Experience & Skills

• Proven experience in a similar PA, coordinator or executive support role within a fast-paced corporate or professional services environment

• Strong organisational skills with a very high degree of accuracy and the ability to prioritise a conflicting and demanding workload

• Advanced proficiency in Microsoft Word, Outlook, Excel and PowerPoint

• Experience of working across multiple disciplines and diverse teams

• Demonstrated ability to manage upwards and support at Director level

• Strong interpersonal skills with the ability to build and maintain trusted relationships quickly

• High levels of discretion, confidentiality and professional judgement

This is a fantastic chance to work in a dynamic, inclusive and supportive environment in a critical new role for the business