Executive Assistant

FinTech RS are supporting our client, a well established legal firm in Inverness in finding an Executive Assistant to join their Private Client team. This is a Permanent Full Time (9am-5pm) role working in their Inverness Office.

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Key Responsibilities:

·       Diary management – arranging and amending appointments, arranging meeting rooms and organising refreshments

·       Proactive email management

·       Prior preparation for meetings such as organsing paper, profiles and meeting information

·       Responsible for inputting data into case management system

·       Maintain intimate knowledge of current affairs in office and able to deal with clients and third parties on a day-to-day basis via various channels such as email and phone

·       Responsible for taking new client enquiries (with accuracy and detail)

·       Paying of invoices, assisting with billing, attend billing meetings and prepare bills for lawyers to sign off

·       Assisting with case management, collating trust bibles and organising expenses forms

·       Updating and populating internal systems and databases to enable easy information access for staff

·       Liaise with legal document specialists to ensure the completion of BigHand dictation is met, proof reading for legal documents, produce and check PowerPoint presentations

·       Undertake ad hoc administrative tasks when necessary under the direction of lawyers and undertake some specialist duties e.g. finance, marketing/business development projects

·       Conducting yourself in a professional and highly confidential manner and abide to company information security policies to protect information assets at all times.

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Requirement for this role:

·       You must have experience working in a Private Client team, this is essential for this role

·       Experience in a busy and demanding environment and work well under pressure

·       A strong team player, who is willing to go above and beyond for their team and the wider business

·       A professional manner around clients, customer and colleagues at all times

·       Strong IT (MS Packages) skills, excellent organisation skills, great diary management and ability to multi-task.

·       Strong people skills, an ability to produce documentation and present if needed

·       Open to flexibility in a role and taking on additional duties when needed