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Finance PA (9 month contract)

Employer
A&O Shearman
Location
London (Central), London (Greater)
Salary
Competitive
Closing date
5 Jun 2023

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Job Details

Job description

Due to current volume of workload, we are currently recruiting for a Finance PA to join our London office on a 9 month contract.  Reporting to the Group Manager and working alongside other Finance PAs, we are looking for an experienced and motivated PA to provide effective high-quality assistance/administrative support to the Finance Leadership Team (FLT) and wider department. Tasks will include (but are not limited to) effective diary management, travel arrangements, document support, organising events and training schedules, processing expenses, file management, intranet maintenance, and general support.  Dedicated interim support may also be required to the Partners Affairs & Tax (PAT) Team as PA to Associate Director and three Heads, as well as administrator of specific workstreams.

Role and responsibilities

  • Day-to-day PA and administrative duties for Finance Leadership Team and wider Finance department, working together with Group Manager and Finance PA.
  • Diary management, to include setting up meetings (face-to-face and virtual; internal and external).  Considering needs for hybrid meetings using Teams /Webex, ensuring relevant links are shared with attendees and internal AV team, making room and catering bookings where required. Identification and resolution of potential diary issues for the Finance Leadership Team.
  • Travel arrangements, including booking flights, accommodation, car transfers, checking visa/Covid requirements and preparation of itineraries.
  • Document production, including letters, reports, presentations, organisation charts and spreadsheets using MS Word, Powerpoint, Excel and Visio.
  • Processing expense claims using Concur.
  • Assisting with the organisation of events, including team/department meetings, conferences, training sessions and team building days.
  • Support the Group Manager and Finance Assistant organising visitor training schedules including creating comprehensive timetables, sending invites for sessions, booking rooms, arranging dial-ins.
  • Global visitor host, ensuring all arrangements are in place for overseas visitors such as accommodation, hotdesk security passes etc.
  • Responding to finance queries and requests from Partners, staff and external contacts, where possible dealing with these or alerting the relevant person with clear, accurate information.
  • Liaising with Partners' PAs and Business Teams globally.
  • File management, including setting up and organising electronic files through IManage.
  • Updating the Finance intranet site as guided by Group Manager and Finance PAs.
  • General office support, helping to implement new processes/procedures in collaboration with Group Manager and other PAs.
  • Involvement in additional projects or tasks dependent upon individual role and any specific team requirements.

Partners Affairs and Tax (PAT) – possible interim PA/admin cover

  • PA support to Associate Director and three Heads of PAT including diary management, travel arrangements, expense claims.
  • Managing the administrative processes for specific workstreams, including maintaining tracker documents
  • Arranging meetings with Partners, Management and external advisors.
  • Processing confidential Partner information.
  • Arranging team meetings and related documents.

Key requirements

  • Team player with a flexible, proactive, can-do approach
  • Advanced Microsoft Office skills including Word, Excel and PowerPoint
  • Proven organisational skills including experience of detailed travel itineraries and complex diary management for multiple stakeholders
  • Ability to multitask and remain calm under pressure
  • Hands-on approach
  • Interest in Finance function and awareness of the importance of confidentiality
  • Excellent attention to detail
  • Excellent communication skills with the ability to deal with people at all levels
  • Experience of working for multiple managers/senior managers

The successful candidate will

  • Demonstrate a positive and flexible attitude and approach to all tasks and situations
  • Be happy working in a team alongside other PAs.
  • Adopt a proactive and solutions focused approach
  • Maintain tact and diplomacy, trust and confidentiality
  • Exhibit professional communication skills, both oral and written
  • Demonstrate a high level of organisation and prioritisation skills
  • Apply a high level of attention to detail for all tasks understanding the importance of accuracy
  • Take responsibility in team-building and contribute to a supportive and collaborative environment
  • Have a professional and flexible approach to ensure effective hybrid working
  • Have an enthusiastic and open approach to change, adapt to and embrace evolving requirements
  • Demonstrate both a forward thinking approach to technology and a high level of technical skill
  • Ensure familiarity and compliance with A&O standard operating procedures
  • Show curiosity to learn new skills and knowledge
  • Participate and contribute to the firm’s strategy

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.

Company

A&O Shearman is global industry-leading law firm with 48 offices in 29 countries. We are a partner and trusted advisor to some of the world’s most sophisticated companies, governments and financial institutions. With the combined strengths of our legacy firms, Allen & Overy and Shearman & Sterling, we offer unmatched global breadth and depth, a forward-thinking perspective on the future and a one-firm culture of excellence to achieve unparallelled outcomes  for our clients and for each other.

We're at the start of an exciting journey, and this offers exceptional opportunities for our people. Whether you're helping clients solve their most complex challenges, transforming the ways we manage our business, or ensuring the smooth-running of our operations, this is an environment where you can belong and excel - whether you’re starting out, or taking the next step in your career.

We work to attract and retain the very best people – and we support them to build their future with us. As part of our high-performance culture, we have high expectations of one another in everything we do. We foster a working environment based on collaboration and mutual respect, where everyone is trusted to do their very best work in the way they see fit, to a standard we all share.

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. And we nurture an environment and ways of working that promote positive wellbeing.

We have a powerful commitment to diversity, equity and inclusion. Your unique perspective, attributes and experiences are valued here and we invite you to bring your whole self to work.

What truly defines a career with us? We recruit the best, we ask for the best of you, and we support you to achieve your potential. And together we excel.

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

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