19/07/2019 QA integration London EC2A 2EG

Business Administration – Team Assistant

  • Sector: admin, business admin law
  • Location: London
  • Salary: 19000
  • Level: 2
Business Administration – Team Assistant

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Employer description:

As one of the world’s leading law firms, we advise many of the largest and most ambitious organisations across all major regions of the globe. With over 4,000 people, including 2,400 lawyers and over 2,000 business services professionals, operating from our global network of offices across Asia Pacific, Europe, the Middle East and North America, Herbert Smith Freehills is at the heart of the new global business landscape providing premium quality, full-service legal advice.

Main role and responsibilities:

Practice Group Management Office:

  • Proactively supporting the Practice Management Executive and Head of Practice Management with management of logistics for meetings of the ALT Board, ALT Executive and ALT Regional Consultation Groups (all regions), as well as ALT Practice Area “Deep Dives” and ALT Conferences and Retreats
  • Including liaising with local office support, booking rooms, arranging video and telephone conferences, making arrangements for meals, co-ordinating visa and/or vaccination requirements, managing planners, supporting with travel and accommodation arrangements and preparing and printing packs for attendees
  • Supporting the PA to the ALT London Management Team with the preparation and management of detailed itineraries for international project- or strategy-focussed trips
  • Supporting the continuous improvement of relevant business processes

Document Management:

  • Supporting the Practice Management Executive with preparation and ongoing care of ALT’s key management documentation (e.g. ALT Governance Calendar; organisational charts)
  • Maintaining the ALT Governance Data Room, ALT Practice Management WorkSite and ALT Distribution Lists

New Joiners:

  • Preparing and managing induction schedules for new joiners

Administrative Support for ALT London:

  • Providing administrative support for mid-senior members of the ALT London team (e.g. Head of Strategic Initiatives; Head of HR; Head of Business Finance; Head of eDiscovery – UK/US & EMEA; Practice Management Executive)
  • Including arranging domestic or point-to-point travel and processing expenses
  • Occasionally providing PA support for Global Head of Practice and Head of Practice Management as and when the PA to the ALT London Management Team is out of the office
  • Assisting ALT visitors to London
  • Including scheduling meetings, booking rooms, arranging for office/desk space, requesting security passes, arranging video and telephone conferences and managing planners

Data and Information Gathering:

  • Providing support for ad-hoc research, or data- or information-gathering, exercises as required by the business

Clients and Business Development:

  • Supporting the ALT Client Leads and ALT Heads of Client Solutions in arranging and tracking client engagement

Desired qualifications / Entry requirements:

  • 5 GCSE’s total 
  • English and Maths GCSE grade D or above 
  • 3x GCSE’s grade A-C in any subject 

Important Information:

QA’s apprenticeships are funded by the Education & Skills Funding Agency (ESFA), an executive agency of the Department for Education.

To be eligible for a Government funded apprenticeship you must have lived in the UK or European Economic Area (EEA) for the last 3 consecutive years.

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