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CMS
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Edinburgh, City of Edinburgh
Executive Assistant
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Contract Type: Contract |
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Salary: Less than £20, 000 |
Overview
The Executive Assistant is responsible for supporting the delivery of the Finance Projects and Processes. The role requires effective management and oversight of the team's diaries, responsibilities and tasks as well as providing support with documentation, collation and organising all meetings and training sessions required. About the role Responsibilities of the Executive Assistant Complex diary management of Project Team members using own initiative to arrange meetings and conference calls and liaising with others as required Checking Project Team email inboxes and dealing with correspondence where necessary in their absence Collating documentation for meetings and circulating agendas in advance Organisation of internal and external events/meetings, e.g. booking venues, travel, attendees, Booking attendance at conferences/seminars (including international travel if required) and organising trip itineraries Taking a proactive approach to building relationships with clients and contractors on a professional basis Project managing large scale transactions, i.e. attending meetings/delegating work, producing documentation etc. Attending meetings and taking minutes as required Drafting correspondence Supervising and coaching junior team member(s) Prepare and maintain Finance manuals / dealrooms and brief staff on procedures Complex reporting - e.g. running testing and financial reports Reporting the progress of the programme at regular intervals Handling telephone enquiries in a professional and polite manner, taking accurate messages and following up on agreed action. Diary management - arranging internal/external meetings and conferences for team associates. Processing payment flow requests and form filling. Taking ownership of workload and using all available resources where possible, e.g. reprographics, DPC, Team Assistants and Admin Assistants. Preparing and binding documentation or delegating to a team assistant. Dealing with post-completion tasks. Arranging the production of guides, communications, documentation and reports. Assisting with general department queries/information gathering. Assisting with production of newsletter/briefings. Other general secretarial duties as required. About you The Executive Assistant should have: Previous experience of working within a busy corporate environment is essential Excellent client care skills - ability to deal with queries from internal and external clients in a professional and polite manner IT literacy - proficient in Microsoft Word, Outlook, Excel and PowerPoint Fast and accurate typist (minimum 60 wprn) Excellent organisational skills - able to take responsibility for own tasks and prioritise work in a cairn and efficient manner Time Management skills - able to work to very tight deadlines ensuring a high standard of accuracy Excellent attention to detail Communication skills- able to communicate in a confident and polite manner at all levels Excellent language and grammar skills Team player - able to work as a team member supporting the team as appropriate Flexibility in meeting demands - in both the nature of work undertaken and working hours Demonstrate high levels of confidentiality and discretion as appropriate Proactive and able to work on own initiative Good interpersonal skills Reliable with a strong work ethic and a 'can do' approach Act as a positive role model at all times Sufficient seniority and credibility to advise project teams on their projects in relation to the programme The ability to find ways of solving or pre-empting problems About us CMS are delighted to be named Law Firm of the Year at the 2018 British Legal Awards. CMS is an international law firm with leading businesses throughout Europe, The Middle East, Asia and beyond. We create sustainable and rewarding futures for our clients, our people and our communities. Ranked as the world's 5th largest law firm by lawyer headcount and 6th largest in the UK by revenue, CMS works with clients in over 40 countries from 70 offices worldwide. CMS is well equipped to help our clients face the future with confidence. We are driven by technology and readily embrace the possibilities it opens up for developing new and better ways of delivering legal services. And we recruit, value and nurture top talent. Equal opportunities CMS is committed to promoting equal opportunities in employment, to not only adhere to current employment law, but to harness the full potential of our staff and ensure that all individuals are treated fairly and with respect. To meet this aim CMS endeavours to treat all staff and job applicants equally, on the basis of merit and the ability to do their job. Everybody will be treated equally regardless of race, colour, age, religion or belief, gender, gender identity, gender expression, marital or civil partner status, ethnic or national origin, physical or mental disability, sexual orientation, and pregnancy or maternity status ("Protected Characteristics"). For further information about CMS' diversity initiatives and programmes, please click here to view the diversity pages on our website. How to apply If you are interested please apply online. If you have any queries, please contact Esther Caines, Talent Acquisition Advisor. Please note that CMS have a preferred agency panel in place. Only applications submitted via the portal at the point of instruction will be accepted.