Executive Assistant to Chief Data and AI Officer

Secretarial Services

Job Reference

4546

Function

Secretarial Services

Category

Business Professionals

Location

London, United Kingdom

Schedule

None

The role

This is a role for an experienced individual who thrives on delivering results to senior level executives, and who is looking to build a career as part of a leading global law firm. You will have the skills, knowledge and attributes to work flexibly and autonomously within our fast moving and changing global environment.

The Executive Assistant is responsible for supporting the Chief Data and AI Officer (CDAIO) with organisation, management and logistics of the CDAIO function. This role will be responsible for supporting the CDAIO in multiple aspects to ensure the CDAIO function is operates effectively and efficiently.   

This job description is not exhaustive, and the job holder may be required to undertake additional duties from time to time as deemed necessary.

MAIN DUTIES AND RESPONSIBILITIES

  • Provide a comprehensive secretarial/admin support service to the CDAIO function; taking ownership and responsibility to ensure the work is undertaken in the most appropriate way to maximise efficiency and make the executives lives easier;
  • Pro-actively manage and maintain diaries, making appointments and coordinating internal and external meetings and ensure all work activities are scheduled effectively, including the identification and resolution of potential challenges and clashes;
  • Organising meetings, ensuring rooms and conference facilities are booked, liaising with attendees if necessary both internal and external and making sure that hospitality is in place;
  • Provide support on preparation of presentations to key stakeholders including creation and formatting of slides and other documentation required to support the presentations;
  • Organisation of workshops and meetings on behalf of CDAIO to include agendas, presentations and meeting papers, including print production and timely distribution and ensuring that relevant documents are received with adequate preparation time;
  • To advise of up-coming work deadlines for both internal and external commitments, e.g. reports, presentations, conferences and projects to support forward planning of workload;
  • To be a key point of contact for enquiries related to the CDAIO; ensuring that they are acted upon efficiently and to a high standard or fielded effectively where necessary;
  • Liaise with other business services teams to draw on skills and resource as required to deliver initiatives;
  • Organising travel arrangements through the travel desk, booking and confirmation of reservations, flights, hotels, car transfers, ordering currency and expense claims and producing detailed itineraries. Preparation of key documents including Visas, correspondence (including invitation letters), travel invoices, expense claims, and maintenance/filing of copies;
  • Demonstrate flexibility with working practices in line with the business need, especially in times of pressure/ high workload;
  • Assist with / help coordinate in the delivery of various initiatives / priorities / projects / events;
  • Support on the co-ordination and delivery of internal communications activity related to CDAIO function.
  • Develop communication and presentation material for the CDAIO
  • Prepare material for workshops as relevant 

ABOUT YOU

  • Discretion and trustworthiness: you will often be party to confidential information
  • High degree of literacy and numeracy skills
  • Comfortable with learning and adopting new tools and technologies  
  • Excellent attention to detail
  • Excellent communication skills – both written and verbal
  • Advanced knowledge of Microsoft Office suite, including established experience of working with PowerPoint and Excel
  • Developing presentation and communication materials 
  • Flexibility and adaptability
  • Excellent organisational and administrative skills and the ability to multitask to exacting deadlines
  • Able to prioritise own workloads, be proactive and take the initiative
  • Tact and diplomacy

ABOUT US

DLA Piper is a global law firm with lawyers and business service professionals located in more than 40 countries throughout the Americas, Europe, the Middle East, Africa and Asia Pacific. Our global reach ensures that we can help businesses with their legal needs anywhere in the world. We strive to be the leading global business law firm by delivering quality, service excellence and value to our clients and offering practical and innovative legal solutions to help them succeed. Our clients range from multinational, Global 1000, and Fortune 500 enterprises to emerging companies developing industry-leading technologies, as well as government and public sector bodies.

OUR VALUES

In everything we do connected with our People, our Clients and our Communities, we live by these values:

  • Be Supportive – we are compassionate and inclusive, valuing diversity and acting thoughtfully
  • Be Collaborative – we are proactive, passionate team players investing in our relationships
  • Be Bold – we are fearless and inquisitive, challenging ourselves to think big and find creative new solutions
  • Be Exceptional – we are strategic and driven, exceeding standards and expectations

DIVERSITY AND INCLUSION

At DLA Piper, diversity and inclusion underpins how we live our values and everything we do. We believe that everyone has a voice, and that everyone’s voice counts. We know that the rich diversity across our firm makes us stronger, more innovative and creative, which helps us to better serve our clients and communities. We are committed to providing an inclusive working environment and culture across our global firm, where everyone can bring their authentic self to work.

Diversity of perspective, thought, background and culture combine to make us the leading global law firm; that’s why we actively seek to build balanced teams. We welcome the unique contribution that you will bring to our firm and actively encourage applications from all talented people – however your talent is packaged, whatever your background or circumstance and regardless of how you identify.

HYBRID WORKING

We recognise that people have responsibilities and interests outside of their career and that as a business, we all benefit from working flexibly. That’s why we are open to discussing with candidates the different ways in which we are able to support requests for agile working arrangements.

PRE-ENGAGEMENT SCREENING

In the event that we make an offer to you, and where local legislation permits and where relevant, we will conduct pre-engagement screening checks that may include but are not limited to your professional and academic qualifications, your eligibility to work in the relevant jurisdiction, any criminal records, your financial stability and work-related references.