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PA to Finance & Operations Director - Fixed Term Contract

Employer
Allen & Overy LLP
Location
England
Salary
Competitive
Closing date
30 May 2019

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Job Details

We are currently looking to recruit an experienced PA to provide essential support to the Finance Director and the senior team within Allen & Overy's Finance team on a 12 month fixed term contract. In this role you will be responsible for managing the activities of the department, small projects and coordinating and tracking activities.

Key relationships

  • Finance and IT Director
  • Group Chief Financial Officer
  • Chief Financial Officer - London
  • Executive Director for PAAT
  • Group Head of Finance
  • HR Manager
  • Finance PAs


Role and responsibilities

  • First point of contact to incoming telephone enquiries from partners and external organisations:
    • Dealing with client calls
    • Suppliers as well as persistent and difficult callers
    • Proactively filtering and forwarding messages as appropriate.
  • Handling highly confidential information, being alert to sensitive situations (and alerting others as appropriate), keeping abreast of ongoing issues.
  • Building relationships with people at all levels across the A&O international network
  • To act as a sounding board, provide views and make suggestions.
  • Liaising with partners and their PAs globally.
  • Diary management, including:
    • Management of meetings
    • Proactive co-ordination of travel arrangements
    • Manage room bookings and catering requirements.
    • Preparation of PowerPoint presentations, including Excel graphs.
  • Assist with the production of the firm's budget - shared with another PA.
  • Proactively prepare for the arrival of new joiners and help co-ordinate their induction to Finance. Ensure IT needs are met and liaise with internal service providers to ensure an efficient working environment for Finance - shared with another PA.
  • Co-ordinate the annual Senior Finance Managers Conference offsite, including travel to potential conference venues, and making decisions on venues and restaurants.
  • Support the preparation of Board papers and presentations.
  • Maintenance of the filing system.
  • Work closely with the other two Finance PAs to ensure the senior management team are well supported.
  • Absence/sickness administration for Finance - shared with another PA.
  • Manage the maintenance and development of the Finance Intranet - shared with another PA
  • Co-ordinate the Department & Finance Managers' meetings
  • Support the Finance Director & Senior Managers with project work - proactively agree activities with the Finance Director.
  • Support the organisation of department-wide events e.g. summer/Christmas parties
  • Develop and maintain a project and activity tracking schedule
  • Monitor project progress on Finance Projects
  • Arrange project meetings
  • Co-ordinate across projects and ensure effective delegation (with Finance Director)
  • Report on projects
  • Take responsibility and accountability for the delivery of projects


Key skills and experience required

  • Significant experience of providing senior PA support within a professional, fast paced environment
  • Confident to make decisions, effectively managing the input of others where required
  • The ability to communicate well at all levels
  • Strong planning and organisational skills, with the ability to identify and surface issues and risks for advice and make things happen
  • Ability to act as a central source of information and deal with queries from within and outside the department
  • Enthusiasm to get involved and make a contribution to project work
  • Commitment to cover for colleagues during periods of absence
  • The ability to work on own independently and as part of a team
  • Ability to work under pressure and to tight deadlines
  • Confidence to proactively surface issues/concerns to the senior team
  • Proactive and flexible approach
  • Good numeracy and literacy skills are essential.
  • Computer literate with experience in Microsoft office, including Excel, Word and Outlook

Company

With over 5,600 people in over 40 offices, Allen & Overy is a business doing work of global significance.

Our success is built on the work of talented and motivated people who thrive in a supportive and collaborative environment, dedicated to delivering an exceptional standard of work for our clients. We’re ambitious and forward-thinking, committed to growing our business and meeting the future head-on. We’re not afraid of change, and we believe in challenging the status quo.

What we do goes beyond delivering an outstanding service. We lead the market by creating new solutions for our clients’ most complex legal and business challenges, helping them grow, innovate and thrive. By thinking creatively and entrepreneurially, we challenge expectations, push boundaries and build for the future. We draw on a world-leading network of expertise and a unique platform – such as our Advanced Delivery services and our network of Peerpoint consultants, to set the highest standards for our industry.

Global coverage in today’s market does not simply mean having offices in important cities around the world. For us, it means combining our global resources and sector expertise to work on matters that cross international boundaries with our culturally and geographically diverse teams. For you, it means that wherever you work, you’ll find a culture of inclusion and support – feeling confident to bring your whole self to work every single day. We have developed a culture in which difference is positively valued, and our people are free to be themselves.  At A&O, you're not only valued for what you do, but for who you are. 

We are in every sense one global team; supportive and collaborative, but also ambitious and driven.  Our capacity to combine these qualities and provide a setting in which our people can thrive is what makes us different.

Company info
Website
Telephone
+44 (0) 20 3088 0000
Location
One Bishops Square
London
E1 6AD
GB

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