Executive Assistant

JOB # 145 LOCATION George Town, Grand Cayman, Cayman Islands
  • Anywhere

Duties:

  • Diary management, arrange and coordinate meetings, conference calls and appointments across time zones, ensuring the Senior Partner has up the minute appointment reminders, accurate records and documents prior to internal and external meetings;
  • Travel planning and booking, arrange meeting presentation packs, expense report preparation and submission;
  • Maintain the highest standards of confidentiality and data security in terms of employees, direct reports and external client affairs and papers;
  • Be the first point of contact for clients and direct reports whilst maintaining professional relationships with them;
  • Take ownership of administrative tasks relevant to the case load of the Senior Partner;
  • Assist with preparation of invoices and follow up of payments with clients by implementing early intervention process, liaising closely with Credit Control on accounts receivable;
  • Prepare internal meeting notes and minutes, and manage post-meeting actions efficiently and accurately whilst ensuring files and records remain current;
  • Devotion to information and data integrity with attention to detail in all activity, to drive efficiency and a high level of responsive support to the Senior Partner;
  • Proactively demonstrate and maintain the position as a source of knowledge and information.

Requirements:

  • Minimum 5+ years’ experience in an EA/secretarial capacity;
  • Excellent EQ, skilled in problem solving and juggling multiple priorities and ability to understand nuance;
  • A high level of proficiency in File site and the full Microsoft suite of programs is a must and previous use of SharePoint is beneficial ;
  • Highly skilled and organized in relation to file management, minute taking and be able to type quickly and accurately;
  • Ability to efficiently manage own time, and effectively prioritize workflow;
  • Experience in drafting legal or other professional correspondence desirable;
  • Demonstrated ability to effectively liaise with 3rd parties including clients and other senior fee earners, and to proactively anticipate needs and solve problems before they arise;
  • Experience in working to tight timelines and meeting demanding obligations;
  • Ability to adhere to the highest level of confidentiality at all times;
  • Collaborative and focused on continuous improvement.