AJ Chambers are working with a top City Law Firm who have a unique opportunity for a skilled EA who would like to be more involved with all units withing the workplace coordinating with stakeholders and being a key part of the central management team
The department comprises approximately 65 professionals across five specialist teams:
- Workplace Operations
- Client Experience
- Food & Beverage
- Health & Safety
- ESG
The Opportunity
They are seeking an experienced, highly organised, and proactive professional to join the team as Coordinator/Executive to the Director of Property & Workplace.
This pivotal role serves as a trusted partner to the Director and acts as the central point of coordination across the department’s five teams. The successful candidate will play a critical role in ensuring effective communication, seamless information flow, and alignment of priorities across the function, while providing first-class executive support.
This position requires a versatile individual who can confidently balance strategic coordination, stakeholder engagement, and day-to-day administrative responsibilities with professionalism, discretion, and attention to detail.
Key Responsibilities
Executive & PA Support
- Provide comprehensive executive and administrative support to the Director, maintaining strict confidentiality at all times.
- Proactively manage the Director’s diary, ensuring effective prioritisation and preparation for meetings and engagements.
- Draft correspondence, meeting agendas, reports, and minutes with minimal supervision.
- Prepare briefing materials and supporting documentation ahead of meetings.
- Manage expenses, invoices, travel arrangements, and logistics.
- Monitor and manage inbox activity, prioritising and responding where appropriate.
Reporting & Communications
- Act as the central communication link between the Director and the five Property & Workplace teams.
- Coordinate the collection, consolidation, and presentation of monthly departmental reports.
- Support the preparation of reports and presentations for the Managing Partner, Senior Management Team, Board, and wider firm communications.
- Produce high-quality PowerPoint presentations in line with firm branding standards.
- Draft and coordinate departmental communications on behalf of the Director.
Coordination & Stakeholder Management
- Facilitate collaboration and alignment across Workplace Operations, Client Experience, Food & Beverage, Health & Safety, and ESG teams.
- Coordinate departmental priorities, actions, and initiatives in support of strategic objectives.
- Act as a professional and effective gatekeeper, managing relationships with key stakeholders across the firm.
- Build strong internal and external networks to support efficient communication and collaboration.
- Organise meetings, events, and departmental activities as required.
- Coordinate team holiday schedules and planned absences to ensure appropriate operational coverage.
Administration & Governance
- Maintain accurate filing systems, records, and project documentation.
- Manage incoming correspondence and enquiries professionally and efficiently.
- Maintain accurate contact and relationship information within the firm’s CRM system (InterAction).
- Identify and escalate relevant business issues, risks, or challenges to the Director where appropriate.
Candidate Profile
Essential Experience & Skills
- Proven experience in a PA, Executive Assistant, Coordinator, or Executive Support role within a professional services or corporate environment.
- Exceptional organisational and time-management skills, with the ability to manage competing priorities effectively.
- Strong written and verbal communication skills, with confidence interacting with senior stakeholders.
- Advanced proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
- Experience working across multiple teams and disciplines.
- Ability to remain calm, professional, and effective in a fast-paced environment.
- Demonstrated experience supporting senior leaders at Director level or above.
- Strong relationship-building and stakeholder management skills.
- High levels of discretion, confidentiality, and sound judgement.
- A proactive, solutions-focused approach with the ability to anticipate needs and take initiative.
This role is a brand new role so will give the successful individual the opportunity to grow with a successful firm and have a level of autonomy.
For further information please contact Ella Britton
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