Executive Assistant
Executive Assistant
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Job Description
The Role
At Clifford Chance we believe in bringing the client both internal and external to the centre of everything we do. To do this we need to understand anticipate and fulfil the unique needs and expectations of each client. We call this Client Focus and to help deliver this core part of our business strategy we want to recruit people who not only excel in their field but who are also client focused.
We are looking for people who:
- can demonstrate a keen interest and enthusiasm to understand their Stakeholders priorities
- are selfstarters but also team players ready to help others and contribute to the overall success
- listen understand question and deliver; and are reliable and responsive and worked in an environment of client first
- in short we are looking for people who are motivated by client satisfaction and who strive to exceed the expectations of their clients
The broad scope of the role involves supporting allocated Stakeholders as an Executive Assistant and providing administrative services. This position will be a great learning opportunity for the right candidate looking to gain from the experience and pursue further studies/career. The role will be part of the Executive Assistant Hub (EA Hub) and will include working as part of a team to ensure a highquality service to all Stakeholders.
The EA will provide executive assistance and support to their Stakeholders including (but not restricted to):
- Inbox Management: Prioritise correspondences always keep inbox junkfree file emails to keep folders free from overflowing as well as to give ease of locating emails at the same time and revert on behalf of the Stakeholder if directed so
- Calendar Management: Plan meetings proactively manage conflicting demands and control dynamic diaries end to end. Arrange all logistics like agenda prereads coordinate and facilitate meetings as required including attending such meetings the taking of minutes and timely producing of action points/notes
- Travel Management: Organise endtoend travel including flight rail taxi hotel VISA travel insurance etc and build extensive itineraries ensuring not just logistics but complete agenda is well prepared. Update calendar with logistic details and save everything in an organised way in data repository
- Expense Management and Budgeting: Proactively and meticulously submit all claims expenses mileage etc error free and with quick TAT. Assist with the raising and tracking of invoices as well as purchase orders. Support with updates for reporting and tracking against budgets where necessary
- Documentation: Ensure all correspondence and relevant materials are produced in a timely and accurate manner and assist with creation of presentations as required. Management of document control on iManage (internal document storing software) and maintenance of other related software or tools as requested by Stakeholders
- Project Coordination: Assist Stakeholders with conducting search collating and analysing data for the projects. Assist in drafting monthly status reports or reviewing them to ensure the information is accurate and that risks and issues are escalated. Track and monitor progress on the milestones and draft monthly reports. Make informed decisions on behalf of Stakeholder without handholding and meet all pressing needs in defined timelines
- Consistency Reliability and Integrity: This is the most important aspect of the engagement. Always maintain confidentiality respect and confidence of Stakeholders. Comply with all policies procedures legal and regulatory requirements and ensure highest levels of integrity
- Collaboration: Work closely with your Stakeholders through regular correspondence. Be a teamplayer in the EA Hub at Delhi office proactively participate in all activities and buddy new joiners and provide absence cover where necessary
- Adhoc: Assist with any other adhoc tasks like assisting with onboarding a new joiner in Stakeholders team creating/ updating distribution lists working on upskilling sessions and newsletters for Stakeholders Team coordinating for offsites official gatherings etc
Qualifications :
Your Experience
- Qualification: Bachelors Degree/Masters/MBA from a reputed institute
- 8 years experience preferably in a multinational organisation with exposure to multiple cultures
- Proven experience as an Executive Assistant or personal secretary to Senior Management preferably involving minute taking and creation of presentations and Excel spreadsheets
- Strong organizational project management and problemsolving skills with impeccable multitasking abilities
- Indepth understanding of entire MS Office suite (Word Outlook PowerPoint and Excel)
- Ability to learn quickly be curious and willing to get things done necessary to fulfil the requirements of the role and meet the business needs
- Ability to organize a daily workload by priorities. Must be able to work and meet deadlines in a fastpaced time pressured quickly changing environment both on your own and as part of a wider team
- Project/programme experience is preferred though not essential as coaching will be provided
Analytical Skills
- Ability to deal with new and unfamiliar situations
- Ability to make effective decisions based on information or guidance available
- Ability to break down problems into component parts in order to decide next course of action
- Ability to think of ways to improve quality of service based on an understanding of the needs and concerns of the Stakeholders
Communicating and Influencing
- Very good written and verbal communication skills
- Excellent attention to detail
- Approachable helpful and flexible
Additional Information :
Equal opportunities statement
At Clifford Chance we understand that our true asset is our people. Inclusion is good for our team and their families our firm and society.
We are committed to treating all employees and applicants fairly and equally regardless of their gender gender identity and expression marital or civil partnership status race colour national or ethnic origin social or economic background disability religious belief sexual orientation or age. This applies to recruitment and selection terms and conditions of employment including pay promotion training transfer and every other aspect of employment.
We have a variety of flourishing employee networks. These networks are a place for colleagues to share experiences and advocate for change wherever they see an opportunity for improvement.
Our goal is to deliver an equality of opportunity an equality of aspiration and an equality of experience to everyone who works in our firm.
Find out more about our inclusive culture here
Remote Work :
No
Employment Type :
Fulltime
Employment Type
Full-time
