Team Assistant

Schillings handles high stakes opportunities and threats for an international clientele: successful individuals, businesses and high-profile organisations across the world. 

We support our clients to achieve their goals by developing winning strategies to protect their freedom to operate, and are the first port of call in a crisis, defending our clients from attacks on their reputations, privacy and security. Schillings’ offer is unique to the market, combining strategic communications with law, intelligence & investigations, digital resilience and security.

Schillings is a collaborative and welcoming place to work, with a positive culture, strong values and a developed service ethic.  We require commitment, diligence, curiosity, agility and professionalism, and in return provide competitive packages, stimulating challenges 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 trajectories and average longevity at Schillings underline this.  

Join us and become part of our story.

Job Title: Team Assistant

Reporting to: PA Manager

Job Purpose:

This role supports client-facing 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 Personal Assistants. 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 stakeholders.

 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: Assisting the Personal Assistants with Credit Card Statements, Expenses Claim Forms and from time to time with invoicing and onboarding.
• General administrative support to the Personal Assistants.
• Liaising with wider business units.
• General administrative duties including printing, typing, proof reading, amending and formatting documents/ reports/ presentations into Schillings house style.
• Occasional cover for Personal Assistants.

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.

Knowledge, Skills and Experience Required:

• Previous experience in a similar role is desirable.
• 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.<