PA to Chief Knowledge Officer and Heads of Department

Bryan Cave Leighton Paisner

2018-08-02 05:06:31

Job location Guildford, South East, United Kingdom

Job type: fulltime

Job industry: Legal

Job description

Team: Knowledge Management Reports to: Chief Knowledge Officer (CKO) Purpose of job: To provide a first class PA service to the CKO and other senior members (Heads of) of the Central Knowledge Management team. What's in it for you? The opportunity to work in an interesting area of the business, be involved in a range of projects and work with new technologies. Key responsibilities: Diary Management, Meeting and Event Organisation • Proactive and forward-thinking diary management (meetings, emails, business travel, conference calls etc.). The KM Team is spread across several office locations therefore you will be required to coordinate diaries/meetings across multiple offices and time zones. • Undertake all meeting and event preparation, including (for example) liaising with client reception for booking rooms, liaising with catering for refreshments, and working with the audio visual team to ensure all equipment in place and ready for immediate use in meetings. • Organise team social events and away days, to include finding a suitable venue and attending to all invoicing and budget allocation. • Management of KM Team attendance at conferences. • Ensure the CKO and KM Heads always know where they are meant to be and have all the relevant paperwork for meetings. • Inbox management where requested. • Screen telephone calls and act as a gatekeeper. Responding to sales calls as directed. Creation of documents and reports using Microsoft Word, Excel and PowerPoint • Prepare complex handouts, slides and notes for presentations and meetings using Word and PowerPoint, working with DPS and Visualisation team as required. • Pull together large documents for various KM projects and initiatives, and assist with aspects of project tracking. • Coordinate board and management committee reports and gather report information from multiple parties internally. • Draft and circulate agendas for meetings and minutes. • Create various intermediate level spreadsheets and reports in excel (e.g. KM hours, InfoCentral usage), using raw data provided by IT, Finance and/or the Central KM Team. Intranet administration and KM System support • Manage and edit InfoCentral pages and lists. • Data entry into and management of KM systems as required. Budget and Invoice Handling • Manage invoices and expenses for senior KM team members. • Budget management and support. Other • General administrative duties such as photocopying, scanning and mail distribution. • Project delivery - providing project administrative support and coordination as appropriate. Key Relationships: CKO, Departmental Heads, KDLs, Global library, KM partners, Global Central KM team Experience and Knowledge • Legal experience preferable but not a necessity. • Previous PA experience essential. • Strong skills in Word (including use of Word Add-ins), Excel and PowerPoint. • Experience editing pages in SharePoint (intranet) beneficial. • Experience with VC and virtual meeting room technology. Skills and Competencies • Organised and an excellent communicator (verbal and written). • Ability to deal with a range of stakeholders. • Diligent and hardworking. • Proactive and takes initiative. • Enjoys new challenges and is willing to learn new skills. Diversity, Inclusion and Working Differently Diversity and inclusion is at the heart of our firm. At BCLP we aim to create an inclusive and inspirational culture where all our employees are valued, motivated and able to be themselves. BCLP is a firm with an increasingly flexible workforce and is supportive of flexible working arrangements, tailored to the individual, wherever possible. Please feel free to speak to the Resourcing Team about the flexibility we are offering for this role. Confidentiality To ensure all hardcopy materials containing confidential information are securely stored and accessible only to those authorised to view such content. To ensure all confidential information stored electronically is securely stored and accessible only to those authorised to view such content. Disclosure As a regulated firm of solicitors, Bryan Cave Leighton Paisner LLP ("BCLP") is required to undertake appropriate vetting of staff. In addition to completion, by applicants who accept a job offer, of a regulatory questionnaire, BCLP uses a specialist provider to undertake professional verification and background checks (including through electronic data sources, and directly with employers and professional bodies/regulators) on our behalf. We will also undertake certain verifications ourselves. BCLP adopts a risk-based approach to its vetting procedures, which are only undertaken with consent, and in accordance with it legal and regulatory obligations. For further details, please see our recruitment website:

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