What Jobs are available for Roles in New Gilston?

• Manage all aspects of office administration, including supplies, equipment, and vendor relationships.
• Oversee the reception area, ensuring a professional and welcoming first impression.
• Manage and coordinate executive calendars, scheduling meetings, appointments, and travel arrangements.
• Prepare agendas, take minutes, and follow up on action items from meetings.
• Handle confidential correspondence and communications with discretion and professionalism.
• Organise and coordinate company events, team-building activities, and client visits.
• Implement and maintain efficient office procedures and systems.
• Manage incoming and outgoing mail and deliveries.
• Act as a primary point of contact for internal and external inquiries.
• Assist with onboarding new employees, including workspace setup and necessary documentation.
• Maintain office tidiness and ensure all facilities are functioning correctly.
• Handle basic bookkeeping tasks, expense reports, and invoice processing.
• Provide general administrative support to various departments as needed.
• Proactively identify areas for improvement in office efficiency and suggest solutions.
• Ensure compliance with health and safety regulations within the office environment.

• Proven experience in an Office Management or Executive Assistant role, preferably within a professional services environment.
• Excellent organisational and time-management skills, with the ability to multitask effectively.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant office software.
• Discretion and the ability to handle sensitive information with confidentiality.
• A proactive and resourceful approach to problem-solving.
• Excellent interpersonal skills, with the ability to build rapport with colleagues and external contacts at all levels.
• Experience in coordinating travel arrangements and managing complex calendars.
• Ability to work independently and as part of a team.
• A positive attitude and a commitment to providing high-quality support.
• Previous experience in event coordination is a plus.
• Familiarity with Edinburgh's business landscape is advantageous.

Duration: 12 Month Fixed Term Contract

Location: Edinburgh/Glasgow

Type: Hybrid (2 days in Edinburgh, 1 day in Glasgow)

Reports to: Practice Support Workflow Co-ordinator

Reference Number: 8877

The Role

To provide support to our Practice Support Executives to deliver a high-quality service focusing on process based tasks/activities and general administrative support to our fee-earners and Practice Support Executives (PSEs).

Responsibilities

Key Areas of Responsibility:

• Routine Organisation and Planning
• BD and Client Relationship Administration

• Financial Administration

• Matter Opening Administration

• General Administration

The role is intended to embrace a team-working approach, collaborating with every other member of the team to ensure the overall needs of the business are met.

The role offers valuable experience, training and genuine career development prospects.

Organisation and Planning

• Scheduling routine diary arrangements.
• Booking meeting rooms and arranging video conference calls.
• Arrangement of routine travel arrangements.
• Obtaining and arranging foreign currency.
• Set up and maintain paper and electronic filing systems.
• Routine Email filing with supervision from the PSE.
• Interface with other business services teams and ownership of resolving any routine business operations problems.

Business Development and Client Relationship Management

• Supporting internal processes to ensure CRM databases up to date (Interaction, Credentials database).
• Supporting administration for events, eg, preparing badges, in collaboration with the PSEs and Business Development.

Financial Administration

• Assisting with billing process (using 3E as required) including completion of narratives.
• Supporting fee-earners with closing InTapp entries and assisting with narratives where required.
• Processing expenses/invoices using Emburse.
• Supporting post completion of matters (e.g. preparing completion statements, arranging transfer of funds).

Matter Opening Administration

• Supporting completion of NBI forms.
• Arranging routine conflicts and AML checks.
• Ensuring all parties lists and contact lists are prepared and kept up to date.

These key areas may vary according to the practice requirements. Additional tasks may include:

General Administration

• Production of engrossed documents (including getting annexures together) (non-chargeable).
• Minor copying, scanning, printing tasks.
• Physical preparation of files, bibles, bundles of documents (hard copy or electronic) including pagination and indexing (non-chargeable).
• Deeds scheduling (non-chargeable).
• Archiving/retrieving files.
• Ordering stationery.
• Ordering business cards.

Personal attributes

• Ability to follow process workflow maps.
• Versatile and resourceful work style.
• Composed and effective in high-stress scenarios.
• Good organisation, communication and administrative skills.
• Good eye for detail.
• Well-developed time management skills.
• Willingness and motivation to work with and support teams and practice group.

Firm Profile

Across more than 80 countries, Dentons helps you grow, protect, operate and finance your organisation by providing uniquely global and deeply local legal solutions. Polycentric, purpose-driven and committed to inclusion, diversity, equity and sustainability, we focus on what matters most to you.

Inclusion and Diversity

We are committed to building an inclusive culture here at Dentons where our people can thrive, regardless of their background or circumstance. As well as being the right thing to do, it makes good business sense too. A richness of backgrounds, experiences and perspectives helps us best serve our clients and the communities in which we operate. You can find out more about inclusion and diversity at Dentons here: Inclusion and Diversity.

Equal Opportunities

Dentons is committed to providing equal opportunities for all. We welcome applications from everyone including of any age, ethnicity, religion, sex, sexual orientation, gender identity, nationality, neurodiversity, disability, or with parental or caring responsibilities. We also offer flexible working hours.

During the application process, all applicants have the opportunity to tell us about any adjustments or support they require so they are able to perform at their best. Any information you share with us during the application process is treated in confidence.

If you have any questions about this or the role criteria, please email

NO AGENCIES PLEASE

If you are interested in applying for this position, we welcome direct applications via our careers page, but if you have any questions beforehand, please email Enquiries only please – applications will not be accepted via email.

Please note that we will not accept unsolicited CVs sent to the business, nor will we accept any associated terms of business.

• Manage complex calendars, schedule meetings, and coordinate logistics for virtual and in-person events.
• Prepare and edit correspondence, reports, presentations, and other documents.
• Conduct research and compile data for various projects and executive needs.
• Act as a liaison between executives and internal/external stakeholders, maintaining professionalism and discretion.
• Oversee virtual office operations, including managing cloud-based filing systems, digital documentation, and virtual onboarding processes.
• Handle travel arrangements, including flights, accommodation, and itineraries, for remote team members.
• Manage expense reporting and invoice processing, ensuring accuracy and timely submission.
• Develop and implement administrative procedures and best practices to enhance efficiency.
• Assist with human resources tasks such as onboarding new remote employees and maintaining HR records.
• Provide general administrative support to a team of executives, anticipating needs and resolving issues proactively.
• Maintain confidentiality of sensitive information.
• Manage vendor relationships and procurement of office supplies and services for remote workers.

• Proven experience as an Executive Assistant, Virtual Assistant, or Office Manager, preferably in a senior or lead capacity.
• Exceptional organizational and time-management skills, with the ability to prioritize and multitask effectively.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools (e.g., Slack, Zoom, Google Workspace).
• Excellent written and verbal communication skills.
• Strong problem-solving abilities and a proactive approach to tasks.
• Experience managing virtual office operations and supporting remote teams.
• High level of discretion and confidentiality.
• Ability to work independently with minimal supervision.
• Relevant certifications or a degree in Business Administration or a related field are a plus.

• Managing and coordinating complex executive calendars, scheduling appointments, and prioritizing meetings.
• Arranging domestic and international travel, including flights, accommodation, and ground transportation, and preparing detailed itineraries.
• Preparing, editing, and proofreading correspondence, reports, presentations, and other documents.
• Screening and directing phone calls, managing incoming and outgoing mail, and handling email correspondence.
• Organizing and coordinating meetings, including preparing agendas, taking minutes, and tracking action items.
• Managing expense reports and processing invoices.
• Maintaining and organizing physical and digital filing systems, ensuring confidentiality.
• Conducting research and preparing background information for meetings and projects.
• Acting as a liaison between executives and other employees, clients, and external partners.
• Assisting with special projects and events as needed.
• Proactively identifying and addressing potential issues before they arise.

• Manage and maintain complex calendars and appointment schedules for executives.
• Coordinate domestic and international travel arrangements, including flights, accommodation, and itineraries.
• Prepare agendas, minutes, and supporting documentation for meetings.
• Handle all incoming and outgoing communication, including emails and phone calls, with discretion.
• Organize and manage electronic and physical filing systems.
• Conduct research and prepare reports and presentations as needed.
• Process expense reports and manage budget-related administrative tasks.
• Act as a liaison between executives and internal/external stakeholders.
• Anticipate needs and proactively address potential issues.
• Manage special projects and initiatives as assigned.
• Ensure confidentiality and security of all sensitive information.
• Support the team with administrative tasks and contribute to a positive remote work culture.

• Proven experience as an Executive Assistant or in a similar senior administrative role.
• Exceptional organizational and time-management skills.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual collaboration tools.
• Excellent written and verbal communication skills.
• High level of discretion and professionalism in handling confidential information.
• Ability to multitask, prioritize effectively, and work independently in a remote setting.
• Proactive approach and strong problem-solving capabilities.
• Experience in managing complex travel arrangements and international logistics is a plus.
• Familiarity with modern office technologies and remote work best practices.
• A detail-oriented mindset and a commitment to accuracy.
• Associate's or Bachelor's degree in a relevant field is preferred.

• Manage complex calendars, schedule meetings, and coordinate travel arrangements for executives.
• Prepare agendas, take minutes, and follow up on action items for executive meetings.
• Screen and direct incoming calls and correspondence, responding to general inquiries professionally.
• Assist in the preparation of reports, presentations, and other essential documents.
• Organise and maintain filing systems, both physical and digital, ensuring confidentiality and accessibility.
• Coordinate office logistics, including managing supplies, equipment, and vendor relationships.
• Provide support for special projects and events as required.
• Act as a point of contact for internal and external stakeholders, representing the executive office with professionalism.
• Handle confidential information with discretion and integrity.
• Assist with expense reporting and other financial administration tasks.

• Proven experience as an Executive Assistant or in a similar administrative support role.
• Exceptional organisational and time-management skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual collaboration tools.
• Excellent written and verbal communication skills.
• Ability to multitask, prioritise effectively, and meet deadlines.
• Discretion and a high level of confidentiality.
• A proactive approach and a keen eye for detail.
• Experience in a professional services environment is advantageous.

• Manage and maintain complex executive calendars, scheduling meetings, appointments, and travel arrangements.
• Prepare and edit correspondence, communications, presentations, and other documents.
• Coordinate domestic and international travel logistics, including flights, accommodation, and visas.
• Organise and manage executive meetings, including preparing agendas, taking minutes, and following up on action items.
• Handle confidential information with the utmost discretion and professionalism.
• Serve as a primary point of contact for internal and external inquiries directed to the executive office.
• Manage expense reports and corporate credit card reconciliation for executives.
• Maintain organised filing systems, both physical and digital.
• Assist with special projects and ad-hoc administrative tasks as required.
• Conduct research and prepare reports as needed.

• Proven experience as an Executive Assistant or in a similar high-level administrative role.
• Excellent organisational and time-management skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace.
• Strong written and verbal communication skills.
• Ability to multitask, prioritise, and adapt to changing demands.
• Discretion and a high level of professionalism.
• Experience in managing travel arrangements and coordinating complex meeting schedules.
• A proactive approach to problem-solving and anticipating needs.
• High school diploma or equivalent; further qualifications are a plus.

• Manage and coordinate complex executive calendars and appointments.
• Arrange and coordinate domestic and international travel, including flights, accommodation, and itineraries.
• Prepare agendas, minutes, and follow-up actions for executive meetings.
• Draft and proofread correspondence, reports, and presentations.
• Act as a primary point of contact for internal and external communications.
• Manage expense reports and process invoices.
• Organise and maintain physical and digital filing systems.
• Handle confidential information with the utmost discretion and security.
• Support on-site and remote meeting logistics.
• Assist with special projects as assigned by senior management.

• Proven experience as an Executive Assistant or similar senior administrative role.
• Excellent organisational and time-management skills.
• Proficiency in Microsoft Office Suite and virtual collaboration platforms.
• Strong written and verbal communication skills.
• Ability to multitask, prioritise, and manage a demanding workload.
• High level of discretion and professionalism.
• Experience supporting multiple senior executives is a plus.
• Familiarity with office management procedures.