Team Assistant

Schillings

Schillings is a multidisciplinary advisory firm with expertise in reputation, privacy and security.

We work with UK and international clients to successfully manage high-stakes opportunities and threats, using a unique combination of capabilities: legal; intelligence; communications; security and diplomacy.

We believe everyone has a right to fair treatment of their reputation, to a reasonable expectation of privacy and to feel safe.

Our experts sit within their specialist team but day-to-day work in multidisciplinary teams solving client problems. They are supported by our business services teams: Clients and Markets, HR, Finance, Risk and Compliance, IT and Client Services.

Because we are a growth business, opportunities appear in all areas and at all levels. We have the largest team of specialist media lawyers in the world, an expanding Intelligence & Investigations team, a growing Critical Risks unit, an evolving Digital Resilience practice, and a new communications agency – Schillings Communications – that will grow significantly in the next three years.

Schillings is a collaborative, fun and welcoming place to work, with a positive culture, strong values and a developed service ethic. We require commitment, diligence, agility and professionalism, and in return provide competitive packages and incredibly stimulating and interesting work. We are committed to sharing learning and creating development opportunities so you can progress your career with us. Our people’s career trajectory and longevity at Schillings is a good example of this: a third of our people have been at the business for over five years. Join us and become part of our story.

Job Title: Team Assistant

Reporting to: Executive Assistant

Job Purpose:

This role supports Directors with day-to-day diary management, proactive business development support, and organisation. This includes proactively following up with contacts to arrange meetings; preparing briefing packs ahead of meetings; managing diaries; expertly juggling priorities; and working closely with colleagues in the Clients and Markets team on business development, events, and marketing campaigns.

In addition to supporting the Directors, this role also offers administrative support to the Executive Assistants within the Schillings Communications business. This includes managing expenses, facilitating meeting rooms, and liaising with wider business units as necessary.

The role requires an astute and supremely well-organised person, who attends to their duties to a very high standard and proactively, with the requisite confidence, diplomacy and discretion. We are looking for someone who is comfortable operating at elevated levels, including in direct contact with our clients. The candidate must be articulate and have experience within a corporate environment.

Schillings is a busy, dynamic and entrepreneurial business providing a 24/7 service to our clients globally, so a responsive, flexible and diligent mindset is essential.

Role Accountabilities:

Broadly these fall into two categories: administration and business development support. Highly efficient administration skills are needed to maximise and optimise the time available to Partners.

Administrative Support includes, but is not limited to:

• Diary management: Scheduling and coordinating meetings, appointments, resolving clashes and proactively taking ownership.
• Mailbox Management
• Meeting preparation: Assisting with preparing papers and agendas.
• Travel Arrangements: Booking national and international travel and preparing travel itineraries.
• Data Entry: Inputting and updating information in databases and spreadsheets
• Expense Management: Processing expense reports, extending this support to the Executive Assistant team within the team.
• General administrative support to the Executive Assistants.
• Liaising with the wider business units
• General administrative duties including printing, typing, proof reading, amending and formatting documents/ reports/ presentations into Schillings house style.
• Absence cover for other members of the SCOM support team.

Business Development Support includes, but not limited to:

• Be diligent in the collection of and storing of data and intelligence into the CRM system.
• Be knowledgeable about the firm’s BD methodology and process to develop client relationships.
• Act as a point of contact for administration of BD activities. Liaise with the Clients & Markets team to understand current BD activities alongside preparing Taxi Reports/Bios for BD meetings.
• Ensure intelligence/data from meetings are submitted and any follow up actions identified are managed and actioned. Provide periodic updates on outstanding actions.

Knowledge, Skills and Experience Required:

• At least 2 years’ experience in a similar role.
• Very well organised with exceptional attention to detail.
• Strong verbal and written communication skills.
• An ability to work effectively at all levels.
• Skilled at anticipating others’ requirements, effectively managing priorities and expectations, and navigating issues to deliver a calm service, making the sometimes difficult appear always easy.
• Advanced Microsoft Office skills are essential, particularly Outlook, Word, Excel and PowerPoint.
• Experience of using case management and client relationship management systems (CRM) will be advantageous.
• Analytical thinker - driven by curiosity to get to the bottom of things and solve a problem.
• Interest in global current affairs, the work that Schillings does and our clients.
• A team player and excellent listener who thrives in a fast-paced environment.