Key Duties
Responsibility for the Head of Asia’s diary management, this may include but is not limited to the following:
- Scheduling monitoring responses and ensuring smooth running of recurring bookings (including connections via VC and telephone, catering and room set up) for all meeting and Committees
- Process invoices and expenses on the online system, currently Chrome River
- Proactive in building relationships with clients and internal and external contacts on behalf of the Head and the team.
- Responsibilities may include making travel and hotel arrangements, taking minutes of meetings, initiating and replying to correspondence on routine matters, regular archiving and photocopying.
- Assist with ensuring time recording is up to date and captured in a timely manner.
- Liaise with the appropriate Finance team in relation to invoices, expenses, client billing and accounts, process invoices and expenses on the online system, currently Chrome River.
- Assist the billing and credit control processes and liaise with the Finance team in relation to these to ensure a consistent and efficient approach and produce standard financial and time reports through the system
- Liaise with the local authorities for our offices in Asia and in conjunction with the Office Managers in dealing with regulatory issues as and when they arise.
- Liaise with Office Managers & the Compliance team on AML policies and procedures and deal with any issues arising.
- Play an active part in liaising with office heads in maintaining CPD management for all Fee Earners.
- Schedule weekly meetings with head of BD in Asia to ensure directory and awards submissions are up to date and dealt with.
- Regularly liaise with the BD team about implementation of BD strategy and ensure international focused BD material is up to date and readily available.
- Organise and diarise seminar/conference/ speaking slots as and when required.
- Coordinate and scheduling of regular Asia partners meetings and bi-annual strategy meetings
- Work alongside the Office Mangers in scheduling and diarising regular fee earner meetings in each of the Asia offices.
- Attend and participate in meetings, taking and distributing action points and detailed minutes as required, and manage delivery of action points. Distribute updates and ensure follow up of agreed actions.
- Preparation of presentations and papers.
- Organise regular meetings with Heads of office in Paris, Geneva, Luxemburg, Zurich and the Middle East, liaise with BD on international focused BD material.
- Collaborative mindset and foster good team working
- Ability to communicate well with others at all levels within the Firm
- Well organised and strong administration skills
- The ability to prioritise and work to strict deadlines.
- IT Skills to include Outlook, Word, PowerPoint and Excel.
Apply today for immediate consideration!
