Executive Assistant

What we will offer We will offer you a place where you can be yourself and where there are no limits on what you can achieve. With us, you can take ownership of your career and have honest conversations throughout. You would join an ambitious firm with a clear strategy for profitable growth where you can gain early responsibility and early involvement in growing the business. Here you can expect a competitive and fair reward as well as recognition based on all round performance. This forms part of our internal promise to you, The Deal, between the firm and its employees. You can expect A competitive salary and a host of family friendly policies Life assurance, private health and dental care for you A wellbeing strategy that focuses on preventative measures to maintain overall health, and tools and support for when our people experience physical or mental difficulties. The strategy focuses on four pillars: physical, emotional, financial and social aspects Most of our roles are hybrid, meaning that colleagues benefit from working in our office and remotely. We are happy to discuss this and other flexible working arrangements with you as part of the application and interview process. We are an equal opportunity organisation, committed to having a diverse workforce. We do not discriminate on the basis of age, sex, race, disability, sexual orientation, culture, or any other protected characteristics. We aim to create a culture where everyone can be themselves and is valued for their strengths and unique perspectives Summary of role Responsibilities will include scheduling and coordinating for a busy team, matter management, billing, supporting on client related matters, assisting to organise and run events, and playing a critical role in managing all routine and daily administrative tasks. A flexible and adaptable attitude is essential - as is the ability to take ownership, drive processes and support change within the business. Key responsibilities This role is for a proactive and highly competent Executive Assistant (EA) who will operate successfully in a professional and fast-paced environment. The ability to collaborate with fee earners and clients, provide professional and client-focused support, and build effective relationships, is key to the success of this role. It is critical that the chosen EA is highly organised and excels at coordinating meetings, conferences and appointments across time-zones and offices. Administrative Proactively manage, control and fully understand fee earner diary using discretion and business knowledge to prioritise commitments. This will include extensive arrangement of appointments, conferences and meetings across different time zones and offices, using different processes and IT infrastructure (video-conferencing, tele-conferencing, client office software etc.). Develop and maintain a robust file management system for all electronic and hard copy correspondence and documents, ensuring adherence to the naming conventions policy. Regular liaison with fee earners to identify work commitments, prioritising workloads accordingly, weekly submission of teamwork list. Prepare for all meetings including preparation of all pre-reading documentation (if appropriate), follow up and coordinate all meeting actions, ensure they are properly recorded and dealt with, including any necessary follow-up communication. Extensive travel arrangements including liaison with travel company, arranging visas, booking travel and accommodation, arranging currency, preparing itineraries, printing all necessary documents, ensuring compliance with the firm's Travel Policy at all times. Coordinate and assist with global visitors. Arrange photocopying, printing, scanning, organising post and couriers etc. Ensure partner PDPRs are up to date. Assist in documenting the storage of wills and other original documents. Bind and prepare wills, trust deeds and other legal documents. Client relationship management Build strong and effective relationships with both internal and external clients and their teams. Support lawyers in marketing activities, such as researching and obtaining client information and data, as well as involvement in preparation of pitches and presentations and hosting of client events. Support the internal business development team by undertaking an event secretary role, managing the e-alert process, assisting with legal directory administration and delegating tasks appropriately. Proactively maintain…