Team Assistant

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.