Personal Assistant to Directors (Temporary role)

Role Description

At Cognia Law, we’re looking for a highly organised and proactive Temporary Personal Assistant to support four of our Directors. If you're someone who thrives on juggling priorities, loves bringing order to chaos, and can stay calm under pressure, this could be a great short-term opportunity.

You’ll help keep things running smoothly by managing diaries, coordinating travel, organising meetings and supporting with ad hoc projects. You’ll need strong communication skills, excellent attention to detail, and the ability to handle sensitive information with professionalism and discretion.

This is a full-time, office-based role for a fixed period.

Role Responsibilities

• Diary Management: Efficiently manage the complex calendars of 4 Directors, scheduling meetings and appointments both locally and internationally. Ensure all calendar entries are up-to-date and conflicts are resolved promptly.
• Travel Arrangements: Organise comprehensive travel itineraries, including flights, accommodations, transportation and visas. Handle last-minute changes and ensure all travel-related documents are in order.
• Meeting Coordination: Book meeting rooms, arrange catering, and ensure all necessary materials are prepared. From time to time take minutes during meetings and follow up on action items.
• Facilities Management: Oversee the management of office facilities, ensuring a smooth and efficient working environment. Coordinate with vendors for office supplies and maintenance.
• Special Projects: Assist with special projects as assigned by the directors. This may include research, event planning, and other ad-hoc tasks.
• Communication: Act as the first point of contact for the directors including screening calls. Maintain confidentiality and handle sensitive information with discretion.
• Document Management: Prepare, edit, and format documents, presentations, and reports. Ensure all documents are filed and organised systematically.
• Event Planning: Assist in planning and organising company events, conferences, and team-building activities.
• Relationship Management: Build and maintain positive relationships with internal and external stakeholders, ensuring effective communication and collaboration.

Requirements

The requirements for the role include the following:

• At least 4+ years experience in an administrative or personal assistant role, preferably supporting multiple senior leaders.
• Confidence in managing international travel and meetings (especially UK-based schedules)
• Excellent organisational skills with attention to detail.
• Exceptional communication abilities, both written and verbal.
• Ability to multitask effectively in a fast-paced environment.
• Advanced Microsoft Office skills (Word, Excel, PowerPoint, Outlook).
• Discretion, integrity and the ability to handle confidential information.
• A proactive mindset and the ability to anticipate needs
• Calm, adaptable and professional under pressure

Company Profile

Cognia seamlessly extends corporates, banks and law firms’ legal capability to deliver sustainable outcomes. Our goal is to connect the legal sector, moving it from a siloed approach to integrated partnerships. We help in-house legal teams by bringing simplicity to complex matters and replacing broken procedures with efficient processes.

Cognia is a Chambers-ranked law company which integrates how legal services are provided so our team, partners, clients and communities thrive together with people at the heart of what we do. We encourage our people to bring their whole self to work and focus on enabling them to realise their full potential.

For more information, please visit www.cognialaw.com