Personal Assistant to the People Engagement (PE) Director

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At Brodies LLP, we value and respect all colleagues as individuals. As a UK law firm headquartered in Scotland, we believe that the experiences and perspectives of a diverse workforce that reflects our communities, and the clients we serve, allows us to see the world through many lenses.

As the largest firm in our jurisdiction measured by income, directory rankings, and lawyer numbers, the progress we continue to make is testament to the commitment of our colleagues.

In the last three years, our firm's revenue has grown by 20%, and we have welcomed almost 100 new colleagues. Today, we have more than 800 colleagues and offices in Aberdeen, Edinburgh, Glasgow, Inverness, London, Abu Dhabi and Brussels.

JOB TITLE

Personal Assistant to the People Engagement (PE) Director

Our hybrid working approach allows the opportunity to work flexibly from home as well as in our offices.
Based in Edinburgh however will require travel to other offices and events on occasion.

REPORTING TO

People Engagement Director

JOB PURPOSE

Reporting to the People Engagement Director, the Personal Assistant will be responsible for providing a comprehensive, confidential, and professional support service in all aspects concerned with the efficient and successful operations of the People Engagement Director's teams.
The role holder will thrive in a very busy and dynamic environment that requires the ability to multi-task effectively and be confident and professional at all times. They will be comfortable working to tight deadlines on a regular basis whilst maintaining a high level of accuracy. The role will involve dealing with stakeholders at all levels and an interest in Human Resources will beneficial.
This role will be varied including providing a high-level of administrative support, managing diaries, organising meetings and performing a wide variety of tasks to support the PE Director and the rest of team in achieving our strategic goals.
This role is part of the broader People Engagement (HR) Team.

CORE TASKS

• Maintain and provide quality support for the PE Director, anticipate requirements for meetings (both internal and external) i.e. organise papers, produce itinerary, background information, travel etc.
• Efficient inbox management ensuring that all emails are dealt with appropriately and in line with the varying requirements of the PE Director.
• Arrange appointments and meetings for the PE Director as requested including regular one to one meetings with their direct reports and other colleagues.
• Prepare adequately for all appointments, including preparation of meeting papers, obtaining, and preparing briefing materials & presentations and taking detailed minutes.
• Produce accurate management information reports and PowerPoint presentations. This includes data entry, interpretation and comparisons and any other ad hoc reports required by the business.
• Advise the PE Director of impending work deadlines for both internal and external commitments, e.g. reports, presentations, conferences, projects, and take action where appropriate.
• Respond to and advise efficiently on electronic or verbal enquiries for the PE Director where required using own initiative.
• Liaise effectively with internal teams and practice areas and external organisations (e.g. consultants and other suppliers) on behalf of the PE Director.
• Ensure appropriate systems and processes are developed and maintained to support effective and efficient day to day running of the PE Director's office.
• Ensure that all necessary information is communicated on behalf of the PE Director in a timely manner.
• Effectively plan and coordinate meetings on behalf of the PE Director. This includes all administration in relation to these meetings including logistics, agendas, and minutes and to assist in the preparation of meeting materials and presentations.
• Be responsible for the administration of the PE Directors expenses ensuring these are logged accurately.
• Provide a confidential and efficient filing system for the PE Director.
• Organise travel for the PE Director ensuring all arrangements are made ahead of time and are in line with policy.
• Undertake ad hoc administrative tasks when necessary, including assisting the wider teams.
• Assist in PE projects and initiatives as required.
• Being a member of the leadership PA team, providing support and cover to members of the leadership team when needed and sharing best practice.
• Be aware of Brodies' information security policies, and protect information assets from unauthorised access, disclosure, modification, destruction or interference at all times.

PERSON SPECIFICATION AND SKILLS

• Be able to demonstrate experience as a Personal Assistant, Executive Assistant or in a similar role within a busy professional service environment
• Ability to work effectively in a demanding role and experience of working under pressure, often with tight deadlines
• Highly motivated with the ability to use initiative and be proactive is essential
• Excellent communication skills, demonstrates professionalism and confidence in dealing with people at all levels
• A strong team player with a can do attitude
• Organises and prioritises time effectively to achieve deadlines
• Seeks out opportunities to provide a more efficient and proactive service to the PE Director and the wider teams
• An open and flexible attitude to change and a willingness to learn new skills is essential
• Excellent organisational and administrative skills
• Ability to multitask and prioritise effectively, taking responsibility for own workload
• High level of attention to detail
• Diary management
• Willingness to develop and enhance knowledge and skills
• Experience of using a Document Management System and PowerPoint
• Demonstrates discretion and integrity with the ability to handle confidential information
• Experience in an HR department or working closely with HR functions is preferred.