Marketing PA and Operations Specialist

Job Description

We are recruiting a Marketing PA and Operations Specialist to join our London office on a 12 Month Fixed Term Contract, covering a period of parental leave.
DEPARTMENT PURPOSE

The business development, marketing and communications team is integral to the setting and achievement of the firm's global client strategy, which includes guiding the partners and associates in their pursuit of becoming the clients' trusted advisers, building and maintaining long-lasting, deep institutional client relationships, winning new clients, increasing the visibility of the firm globally, and positioning the firm as the thought leader and most advanced law firm among the global elite law firms. The function works as one team across the globe with very close collaboration between the central groups, such as communications, and the professionals working in local offices, practice groups, sectors and clients.
ROLE PURPOSE
Reporting to the Marketing Operations Manager, we are currently looking for an experienced senior PA to provide effective and high-quality executive support to the Global CMO, Chief of Staff, and the Global Marketing Leadership Team on a 12 Month Fixed Term Contract to cover a period of parental leave. The Marketing Operations Coordinator will be responsible for the management of operational and administrative support across the department, alongside managing workplace facilities and equipment. The role will oversee a range of internal processes related to the running of the department.
ROLE & RESPONSIBILITIES

PA Responsibilities:

• Provide executive assistance to the Global CMO and Chief of Staff
• Diary management to include setting up of meetings both face to face and virtual
• Organising travel and accommodation
• Preparing agendas and presentations for meetings
• Filtering emails and calls as necessary
• Producing communications, correspondence, presentations, spreadsheets, reports, and stats as required
• Updating department materials and resources including intranet
• Processing expense claims
• Assisting with organisation of events
• Liaise with contacts at clients, suppliers, and other external organisations

Key Meetings - scheduling, preparing agendas, attending meetings, drafting minutes/actions:

• Monthly Global Marketing Meeting
• Monthly Marketing Regional Heads Meeting
• Quarterly London Marketing Meeting (in-person)
• Bi-monthly Marketing All Heads Meeting
• Monthly London Marketing Breakfast

Budgets:

• Lead on day-to-day budget management
• Support the Global CMO and Chief of Staff with the annual budgeting process and forecasting for London

On-board new joiners, including:

• Coordinate London Marketing Induction for new joiners
• Coordinating a new joiner pack
• Compiling an introductory schedule of meetings
• Ensure new joiners are included in recurring meetings and systems

Others:

• Liaise with partners and senior firm leadership on behalf of Marketing department
• Own workspace allocations across London Marketing
• Drafting of global announcements
• Implement organisational and administrative initiatives
• Ad hoc department wide projects and tasks allocated by the Global CMO and Chief of Staff
• Approval of Head level absences in PeopleSoft
• Review and approve Marketing leadership expenses

KEY REQUIREMENTS

• Strong organisational skills, with the ability to work under pressure and prioritise and manage competing demands
• The ability to maintain tact and diplomacy, trust, and confidentiality
• A desire to build strong relationships and have a strong team ethic
• Excellent written and oral communication and interpersonal skills
• A willingness to show initiative/proactivity, enthusiasm, and a willingness to be involved in additional projects as and when required
• An eye for detail, with excellent accuracy
• Excellent project management skills
• A deep knowledge of Microsoft Office Suite, particular skills with Excel and PowerPoint preferred
• Be a strong advocate for team-building and provide a supportive environment to colleagues
• An enthusiastic approach to change and have a curious, growth mind-set to an ever-evolving role
• An exemplary standard of services to clients, both internal and external
• Experience organising team building events/training/social events
• Experience with implementation of Microsoft Copilot across multiple use cases

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 our recruitment team who will work with you to provide any 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.

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.

Our approach to hybrid working seeks to combine and maximise the benefits of effective remote working with the benefits of being in the office. Our current hybrid working arrangements require office based working for a minimum of 60% of your time (i.e. three days per week for a full time role) in accordance with our hybrid working policy.