Who we are
At Squid Group, we specialise in helping businesses at every stage — whether they are starting out, scaling up, or preparing for a strategic exit. With expertise in business strategy, investment support, and risk management, we ensure our client’s growth is sustainable, secure, and high-impact. From development to exit, we help companies scale, strengthen, and secure long-term success.
Role Overview
We are seeking an experienced Executive Assistant with strong project management experience from a legal background to join the Squid Group. The Executive Assistant will report to various members of the Board and support the board of directors as more particularly described below. Many of the Board members are practising lawyers or non-practising lawyers which is why candidates with a legal background is desired. This role will also have management responsibility for the reception team and line manage those team members on a day to day basis.
The Executive Assistant provides high-level administrative assistance to board members within the group. This role requires excellent project management skills, organisational skills, a keen attention to detail, and the ability to handle sensitive and confidential information with discretion. The ideal candidate will have a good understanding of legal terminology, procedures, and documentation.
The Executive Assistant will also have responsibility for marketing initiatives as well as project management assistance provided across the group as described below.
Key Responsibilities
They key responsibilities for this role are set out below and there may be other responsibilities which are not listed. The hours for a full time employee are 9am – 5pm, Monday through Friday, and on occasion, you may be required to work outside of these hours.
Executive Assistant Responsibilities:
- Manage calendars, schedule meetings, and coordinate travel for legal executives.
- Prepare, proofread, and format documents and presentations such as PowerPoint presentations, agreements, contracts, correspondence, etc.
- Maintain and organise confidential records (both electronic and paper-based).
- Liaise with internal departments and external parties.
- Arrange internal meetings and external events, such as socials, away events, training meetings, etc.
- Prepare agendas, take minutes, and follow up on action items from board and management meetings.
- Manage the reception team and provide daily guidance and training to reception team members as required.
- Handle expense reporting and invoice processing for the members of the board.
Marketing Responsibilities:
- Maintain the website content across the group
- Manage and organise social media content
- Regularly update the Sharepoint intranets for each of the entities across the group with various communications, assist in designing Sharepoint pages and content
- Assist with raising awareness of the group’s branding and ensuring alignment across the board
- Create and contribute to content across the group
- Support overall business objectives and any marketing campaigns
- Organise events for the business
Project Management Responsibilities
- Collect and consolidate project status updates from teams
- Assist in preparing weekly/monthly status reports and dashboards
- Monitor project timelines, milestones, and deliverables
- Help identify project risks and issues for escalation
Required Experience / Qualifications
- Experience working in a law firm, professional services, or regulatory environment.
- Proven experience as an executive assistant or legal secretary in a professional services, regulated environment.
- Typing speed of 65+WPM
- Proficiency in MS Office Suite (Word, Excel, Outlook, PowerPoint) and document management systems. Advanced skills in MS Word and PowerPoint is required.
- Experience in Sharepoint and creating intranet pages
- Experience in creating and editing engaging content
- Experience in revising and editing communications
- Experience in web page creation
Candidate Profile
- Excellent communication skills
- A valid Driving Licence is required as the role holder may need to attend various meeting locations
- Highly organised and willing to operate in a constantly changing, fast paced working environment
- Strong attention to detail
- Excellent grammar and proof reading skills
- High degree of exercising confidentiality and professionalism
- Exceptional organisational and multitasking abilities.
Our Recruitment Process
Our recruitment process is as follows:
· Stage 1 – screening call with HR
· Stage 2 – in person interview at our Godstone, Surrey Office with members of the board (TBD) – a competency test may be given to all candidates prior to the Stage 2 interview to test their MS suite skills.
Commitment to Diversity, Equity & Inclusion
As an employer, we are committed to promoting equal opportunities during employment and creating a workplace culture in which diversity and inclusion is valued and everyone is treated with dignity and respect. Our policy is to treat all job applicants in the same way, regardless of their age, gender or gender reassignment, marital or civil partnership status, sexual orientation, race, nationality, religion or belief, ethnic origin or disability. This is a non-exhaustive list.
A copy of our Recruitment Policy and our Diversity, Equity & Inclusion Policy can be made available to candidates upon request.
Please let us know in advance of your interview(s) if you require reasonable accommodations to assist you in the recruitment process and we will be happy to support you. Please contact [email protected] for a confidential discussion.
Hybrid Working
Our approach to Hybrid Working is agreed on a case by case basis and in accordance with the line manager’s requirements. For the role of Executive Assistant, the requirement will be that they will spend at least 3 days per week in the Head Office in Godstone, with the rest of the time working remotely. A degree of flexibility is required with regards to this arrangement as the role holder may need to attend the offices more regularly.
Job Type: Full-time
Pay: £45,000.00-£50,000.00 per year
Benefits:
- Company events
- Company pension
Work Location: Hybrid remote in Godstone RH9 8BF
Expected start date: 01/09/2025
