Executive Assistant - Lateral Partners and Talent Acquisition

We will offer you a place where you can be yourself and where there are no limits on what you can achieve. With us, you can take ownership of your career and have honest conversations throughout. You would join an ambitious firm with a clear strategy for profitable growth where you can get early responsibility and early involvement in growing the business. Here you can expect a competitive and fair reward as well as recognition based on all round performance. This forms part of our internal promise to you, The Deal, between the firm and its employees.

You can expect: 

• A Competitive salary and a host of family friendly policies
• Life assurance, Private health and Dental care for you and your family
• A range of flexible benefits including gym discount and retail vouchers
• Tech and cycle schemes
• The opportunity to support the firm's charity through volunteering leave
• A wellbeing strategy that focuses on preventative measures to maintain overall health, and tools and support for when we experience physical or mental difficulties. The strategy focuses on four pillars: physical, emotional, financial and social aspects.

The HR and L&D function comprises c45 people globally and is responsible for the management of all matters concerning the employment and development of our people. This involves guiding and supporting partners, managers, and all employees alike, as well as supporting the creation of an inclusive and diverse environment, enabling our people to thrive. This includes:

• Setting and implementing our people strategy.
• Resourcing, talent and career management.
• Reward (financial and non-financial) strategy.
• Engagement initiatives including supporting the performance development process.
• Policy, procedures setting and the practical application of these across the business.
• People projects to support the firm's strategy.

This role sits within the global Talent Acquisition function and is ideally suited to a proactive and highly competent Executive Assistant / Recruitment Assistant able to make a positive impact. The Talent Acquisition function is critical to supporting ambitious growth plans central to the Firm's ambitious strategy, with a significant focus of that growth relating to lateral partner recruitment.

As a key member of the Talent Acquisition and HR teams, this role will have two main areas of focus:

1. Supporting the developing Lateral Partner Recruitment ("LPR") team.
2. Providing EA support to the Global Head of Talent Acquisition.

Your focus will be supporting the LPR team in delivering an excellent, proactive and professional recruitment service to the firm, largely supporting partner interview scheduling and admin processes, tracking and upkeep of data (particularly on Excel and our Applicant Tracking System), as well as supporting a seamless candidate experience throughout the recruitment process. You will also provide EA support to the Global Head of Talent Acquisition, in the form of supporting complex tasks and projects, diary management, and playing a critical role in managing all routine and daily administrative tasks. A flexible and adaptable attitude is essential - as is the ability to take ownership, drive processes and support change within the business. It will also involve working very closely with the wider HR team and developing relationships with partners and colleagues across the business. 

At times, you may be required to provide some assistance with business services and associate recruitment administration, particularly during periods of absence within the broader Talent Acquisition teams. This may include supporting the implementation of the firm's new direct sourcing strategy through online advertising and social media as well as effective recruitment administration.

Key responsibilities:

Lateral Partner Recruitment administration management:

• Own and manage a variety of lateral partner recruitment related administrative tasks (including diary management, arranging and scheduling interviews, booking meetings, arranging events or travel, administering candidate tests and producing packs as necessary etc.)
• Proactively liaise directly (by phone and email) with candidates, agencies, hiring managers of all levels, partners, executive assistants ("EAs"), reception and IT in arranging candidate interviews or video conferences whilst adhering to service level agreed turnaround times.
• Manage the rescheduling of interviews in accordance with service level agreed turnaround times.
• Manage the sending and tracking of partner agency terms of business.
• Contribute to maintaining the integrity of the tracker/ATS database with updating candidate statuses and feedback.
• Adhere to GDPR requirements and maintain the storage of candidate data across all the firm's systems in line with the firm's data retention policy.
• Assist the Lateral Partner Recruitment team with secretarial duties, including PowerPoint presentations, Excel tables, inputting text and graphics in house style. We also have access to a DPU.
• Produce the team’s monthly management report information using Excel and the recruitment system.
• Manage the relevant recruitment calendar and recruitment inbox, where appropriate.
• Complete expense re-claim forms in a timely and accurate manner.
• Process invoices; assist the Global Head of Talent Acquisition with budget management.
• Keep regular communications and other departmental information up to date – e.g. on the intranet and relevant internet pages, guides and other marketing materials.
• Develop and maintain robust recruitment administrative processes.
• Proactively identify areas of responsibility and tasks to take ownership of them.

EA support for the Global Head of Talent Acquisition:

• Proactively manage, control and fully understand her diary using discretion and business knowledge to prioritise commitments. This is likely to include extensive arrangements of appointments, conferences and meetings across different time zones and offices, using different processes and IT infrastructure (videoconferencing, tele-conferencing, client office software etc.).
• Develop and maintain a robust file management system for all electronic and hard copy correspondence, and documents, ensuring adherence to naming conventions policy.
• Liaising regularly with her to identify work commitments, prioritising workloads accordingly.
• Be a consistent, proactive point of contact in her absence, able to deal with and/or redirect incoming enquiries.
• Prepare for all meetings, including preparation of all pre-reading documentation (if appropriate), follow up and coordinate all meeting actions, ensure they are properly recorded and dealt with, including any necessary follow-up communications.
• Travel arrangements including liaison with travel company, arranging visas, booking travel and accommodation, arranging currency, preparing itineraries, ensuring compliance with the firm's Travel Policy at all times.
• Coordinate and assist with global visitors.
• Arrange photocopying, printing, scanning, organising post and couriers, etc.

Candidate research:

• Occasionally, supporting the Lateral Partner Recruitment Team in preparation of market maps and research, under full direction and training.

We are happy to discuss flexible working and will facilitate it where possible.

Most of our roles are hybrid, meaning that colleagues benefit from working in our office and remotely. We are happy to discuss this and other flexible working arrangements with you as part of the application and interview process.

• Relevant experience in an EA/PA, HR or recruitment role, with strong diary management experience critical.
• Advanced Microsoft Office skills to include Excel, Word and PowerPoint.
• Numerate and able to create, generate, and ideally interpret reports and spreadsheets.
• A thorough understanding of working in a professional, service driven environment and stakeholder/client/business confidentiality.
• Able to handle sensitive situations and information confidentially and discreetly.
• Confident and professional manner with the ability to build strong relationship with partners, other colleagues, candidates and agency partners. Great team player.
• Excellent communication skills (both written and verbal) and the ability to interact positively at all levels.
• Collaborative and supportive of the business and its initiatives.
• Adaptable and open to change, showing a willingness and confidence to make suggestions for change, where appropriate.
• Strong organisational skills and excellent attention to detail, skilled at completing sometimes routine administration with a high degree of accuracy and reliability.
• Ability to always remain proactive and flexible.
• Reliable, hardworking, able to work to tight deadlines and to remain calm when under pressure.
• Self-starter, with strong sense of personal responsibility.
• Anticipate and identify potential problems and provide innovative solutions.

This job description is indicative only and does not represent an exhaustive list of responsibilities. The firm reserves the right to alter or change the responsibilities at any time, in line with the firm's strategy and business needs.