Administrative Assistant

Allen & Overy LLP
London (Central), London (Greater)
Closing date
6 Jan 2023
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Job Details

Job description

We are currently recruiting for an Administrative Assistant to join our Business Services department on a permanent basis.

Department purpose

Business Services provides excellent client care and technical expertise in the following areas: Hospitality Services (Front of House, Catering, Communications Centre, Contract Operations & Health & Wellbeing Centre) Document Services (The Bridge, Mail room, Scanning & Electronic Bibles, Legal Records management, Document Checking, Document Production, Creative Design & Presentations, and Reprographics), Sustainability, Engineering, Security, Business Continuity, Real Estate, and Building Fabric & Projects. Delivering a seamless service to all clients.

Role purpose

The incumbent will be required to provide administrative support within the wider Business Services management team focussing on all areas of a busy and diverse range of activities. The role sits within the Business Services team located in Bishops Square with a requirement to attend the office on the standard 60/40 hybrid working model.

Duties will include:

  • Supporting the Business Services PAs in the delivery of daily administrative activities.
  • Providing administrative support on large global and local projects. 
  • Managing stakeholder diaries.
  • Organising and attending meetings.
  • Drafting minutes and tracking actions.
  • Processing and tracking invoices.
  • Expense processing.
  • Updating databases.
  • Updating information across various platforms such as iManage, MS Teams and Collaborate.
  • Other general administrative duties.

Role and responsibilities

Client relationships

  • Client relationship management should form a key but natural function of the role.
  • To ensure a high level of service is maintained at all times which meets and manages clients’ expectations.
  • Build solid internal and external working relationships, to establish relationships with clients based on trust and credibility.
  • Regular interaction with key stakeholders and regular and appropriate engagement with the Business Services management, PA’s and Partners.


  • Proactive time management.
  • Coordinate and deliver day to day activities and administration for the team. 
  • Coordinate and attend meetings, issue minutes and track assigned actions.
  • Manage stakeholder diaries including tracking absences.
  • Recording, processing and tracking invoices.
  • Provide support with project planning for key milestones.
  • Assist with communications.
  • To be flexible with hours as necessary.

Key requirements

  • Should be enthusiastic, self-sufficient and adaptable.
  • Experienced with working in a deadline-sensitive and pressurised environment, displaying the ability to remain calm, organise workload efficiently, prioritise conflicting deadlines and adapt to varying situations as they occur.
  • Must have strong attention to detail.
  • Possess strong interpersonal skills, is proactive with excellent written and oral communication.
  • A resourceful, natural relationship builder with excellent stakeholder management skills.
  • Must be highly customer-focused with a desire to continually enhance the service provided.
  • Customer oriented, with proven ability to anticipate and understand the needs of clients.
  • Passion for making things work better.
  • Resilient and a self-starter/self-motivator with a positive demeanour.
  • Flexible in undertaking these duties and any other duties as required.

Should you require additional support at any stage of the recruitment process due to a disability or a health condition, please do not hesitate to contact a member of Allen & Overy’s recruitment team who will work with you to provide any reasonable adjustments as required.

We are an equal opportunities recruiter and do not discriminate on the basis of race, colour, sex, religion, sexual orientation, national origin, disability, or any other protected characteristic

At Allen & Overy, we recognise that our people are our most valuable asset, which is reflected in the wide range of benefits that are available to our employees. Some of these benefits include: our occupational pension scheme, group income protection cover, private medical insurance, mental health resources and free apps, health and wellbeing services encompassing an onsite gym, wellbeing centre and GP service, emergency back-up care support, parental and special leave, holiday entitlement increasing with length of service, holiday trading, season ticket loans and online discounts and lifestyle management services.

Allen & Overy recognises the value of flexible working and embraces hybrid working, allowing our people to work from home up to 40% of their working time. We do however remain committed to working together in person for the remaining 60% of time so that we can learn, grow and succeed together. If you would like additional flexibility we will of course consider this in line with business needs.

Additional information - External

Allen & Overy is a leading global law firm operating in over thirty countries. We work on some of the most challenging and important deals and have built a reputation for delivering exceptional legal solutions that help our clients grow, innovate and thrive. The legal industry is changing, and we're committed to leading that change, putting our people first, embracing new ways of thinking and integrating technology into our everyday work. Our business teams work hand-in-hand with our lawyers, Consultants and other specialist teams, and are ambitious, driven and leaders in their field.

With us, you will constantly be learning and growing. We invest in you by offering exceptional professional and personal development – providing training, mentoring and practical support. We offer rewarding careers that are built around your strengths and designed to ensure you can achieve your personal and professional goals, recognising that those may look different for everyone.

We have a powerful commitment to diversity, equity and inclusion. We’re determined to play our part in advancing a workplace where progress is made by harnessing our differences – whatever defines you, we ask you to bring your whole self to work.

What truly defines a career at Allen & Overy? We recruit the best and ask for the best of you. We provide challenge, support and a place for you to belong. And together we excel, working on meaningful projects of global significance.


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.

Find Us
+44 (0) 20 3088 0000
One Bishops Square
E1 6AD
United Kingdom
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