Secretarial and Office Manager

**PURPOSE OF THE ROLE**:
To ensure high quality office operational support is provided to the Partners and Associates across the Paris office (including secondees or visitors from other AG offices) enabling the smooth running of the office. The role has responsibility for co-ordinating the activities of the Legal PAs and office administration teams. The role is the key point of contact / liaison between the UK and the Paris office for all operational matters, including (although the list is not exhaustive), HR, Facilities, IT (and potentially GC & Risk operations. The role will work alongside the Finance team in Paris and the wider Firm.

**Duties include**:
**Management**
- Line management responsibility for the Legal PAs and reception teams.
- Acts as a key contact for the Head of Office, Partner and fee earner groups for all elements relating to the operation of the office and the Legal PAs.
- Identifies appropriate level of secretarial and administrative support, ensuring the needs of the Paris office is met, conducting recruitment and selection as appropriate.
- Delivers Legal PA support in the Paris office to provide cover for absences (if required).
- Execution of ongoing performance management for the Legal PA and reception teams including leading check-ins, conducting 1:1s and agreeing objectives for the team
- Identifies training and development needs of the Legal PA and administrative teams and facilitates relevant support needed
- Co-ordinates Paris office messaging regarding operations, such as office closures, public holidays etc., including overall internal communications
- Challenges existing organisation and business processes and constructively proposes improvements
- Successfully completes, on time, all compulsory firm training.

**HR**
- Overall responsibility for all Paris office regulatory filings [1]and ensuring the practices meet their regulatory obligations, liaising with the UK HR and GC & Risk teams as required. In addition, liaising with GC & Risk to ensure Paris Bar compliance and renewal measures are met in a timely manner. Ensures that all regulatory issues are reported immediately to the firm's General Counsel
- Liaises with the relevant authorities to ensure necessary visas / work permits for Partners and employees are submitted in a timely manner with the immigration authorities, including relevant renewals.
- Responsible for co-ordinating the on-site induction of new hires in the Paris Office in conjunction with HR team. Develops office best practices, including producing induction checklist, new joiners' information pack for all new members of staff
- Ensures all confidential staff files are kept up to date and stored securely and in line with data protection legislation
- Monitors sickness and other absence, liaising with Partners and HR as appropriate

**Office Administration**
- Provision of a full range of office administration to ensure the smooth running of the Paris office. This includes co-ordination with landlord / service providers to ensure effective facilities management across the offices covering office cleaning, security and maintenance; visitor and reception services (including catering); record archiving processes; health and safety management and travel supplier liaison. The role will also be responsible for:

- maintenance and implementation of the office Business Continuity plan for the office;
- supporting and liaising with the Premises & Office Services function in other projects as required, such as office moves or refurbishments;
- organisation of, and attendance at, client events in conjunction with Business Development and Legal PA team;
**Procurement**
- Responsible for liaison with suppliers ensuring that services are provided in the most efficient manner and compliant with the firm's procurement requirements (as adapted when necessary to improve business efficiency).

**KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED (BESPOKE TO ROLE)**:

- Five years' plus experience, gained in a comparable professional services environment and a Senior PA, Office Manager or HR Manager level
- Experience of delivering successful projects, ensuring engagement throughout
- Experience of successfully leading and managing teams
- Fluent, written and spoken English and French
- Extensive local knowledge essential, including country based regulatory; immigration and tax requirements
- Willingness to travel as required for role.
- Willingness to work flexibly to meet client needs.

**MEET THE RECRUITER**:
**Laura Milne**

**Speak with Laura Milne:
+44 113 209 2385
**View Laura Milne's LinkedIn**:
**Salary**:Competitive**Location**:Paris**Vacancy Type**:Business Services Professionals**Business Area**:Procurement & Facilities**Contract Type**:Permanent**BENEFITS**

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