Executive Pa jobs in United States

Job Title Office Assistant (12 month FTC) - Birmingham

Ref No. 5489

Job Location Birmingham

Work Type Full Time - Fixed Term

Description

Are you looking for a new challenge? Keen to develop your career inan ambitious professional services business? We're looking for anOffice Assistant, known internally as a Business OperationsAssistant, to join our supportive and collaborative BusinessOperations team in our Birmingham office on a 12-month fixed term basis.

As a Business Operations Assistant you will work in a fast-pacedenvironment providing support across a range of Business Operationsfunctions including Document Services, Reception and Facilities,gaining a broad range of skills and experiences along the way. You'llbe a team player with a keenness to work together and support others,a flexible approach to work and a willingness to learn and develop new skills.

Our Firm

Squire Patton Boggs is one of the world's strongest integrated lawfirms, committed to providing insight at the point where law, businessand government meet. We deliver commercially focused businesssolutions to a diverse mix of clients, from long-established leadingcorporations to emerging businesses, start-up visionaries andsovereign nations.

With over 1,500 lawyers spanning more than 40 offices across fourcontinents, the firm is renowned for its local connections and globalinfluence, delivering comprehensive legal services across NorthAmerica, Europe, the Middle East, Asia Pacific, and Latin America. Inthe UK, we have offices in Birmingham, Manchester, Leeds and London.

The firm is committed to promoting a collaborative and supportiveworking environment. Embedded by local champions in each of our UKoffices, our well-regarded family and carer, wellbeing and workplaceculture and development programmes provide a variety of flexibleworking options to support individuals' life journeys, helping ourpeople pursue their personal and professional goals.

Our Team

Our Birmingham Business Operations team currently consists of 3Business Operations Assistants and a Team Leader, 2 Receptionists anda Senior Receptionist as well as a Facilities Assistant. This formspart of the wider Business Operations team reporting into theFacilities Manager.

As a Business Operations Assistant, you will provide activecross-team support for the following services:

Document Services

Reprographics

• Printing, scanning and photocopying
• Binding documents & maintenance of all MFD and desktop printers
• Ensuring any work sent out for external completion is receivedback on time and completed to a high standard.

Post Room

• Action incoming job requests through a centralised computer system
• Manage incoming and outgoing post and couriers, checkingunreferenced mail
• Logging charges and carry out floor checks, replenishing stationary

Archiving

• Manage the retrieval of all incoming and outbound files and deeds
• Maintain and audit records on the system, and perform physicaldeeds audits
• Ensure office adherence to records procedures advising on records searches

Reception Services

• Greet visitors in a professional and courteous manner, confirming arrivals
• Book meeting rooms, including all catering and equipment requirements
• Check and clear meeting rooms and maintain a tidy reception area
• Assist clients with taxi booking, print and general requests
• Ensure all services are provided in accordance with the agreedservice levels

Facilities

• Deal with incoming job requests within agreed timescales
• Setting up meeting rooms and completing office moves as when required
• Complete monthly hazard defects and fire safety inspections
• Assist with light reactive and planned maintenance tasks

You will be required to use various electronic booking systems forinternal job requests, meeting rooms and couriers. From time to timethere may be changes in service requirements or ad hoc and annualproject work that the post holder would assist on. Remote assistanceto other offices will be provided as and when required ensuring aseamless service for clients.

You

Ideally, you will have previous experience of working in a mail,reprographics and/or facilities role. Experience in a professionaloffice environment is preferred. You will need to be a team player whoenjoys collaborating with and supporting other members of the team.You must be able to communicate effectively at all levels and have theability to listen and interpret instructions.

Taking pride in your work and understanding the need for quality andattention to detail as well as positive attitude and professionalmanner are important. A client focused 'can-do' approach to tasks,with an ability to use your own initiative to ensure delivery is key.You will need to be flexible and willing to work overtime if requiredand be a reliable team member and an excellent timekeeper. You willneed good IT skills, with a working knowledge of Microsoft packages(especially Outlook) and be comfortable learning new systems as required.

What you need to know

If you are interested in finding out more about this role, pleasevisit our careers site at www.squirepattonboggs.com/en/careers. We areunable to process applications sent directly by email. Please completean online application.

We are an inclusive employer and aim to ensure our workforce isrepresentative of our society. We welcome applications regardless ofage, neurodiversity, disability, family or parental status, race,religion, ethnicity, sexual orientation, or gender identity andexpression or other legally protected characteristics. We will makereasonable adjustments and adaptions to our recruitment process toensure it is inclusive for anyone who wishes to apply.

Always Active