Executive Assistant

Meetings and Travel Management

• Manage fee earner’s calendars

• Arrange conference calls, meetings, VCs, catering

• Coordinate all travel arrangements, including taxis, accommodation and expense forms as appropriate

• Prepare and collate papers ahead of meetings

Administration

• Deal with incoming and outgoing mail

• Monitor emails promptly as required and forward/action as necessary

• Establish and maintain effective and accurate filing systems (both hard copy and electronic)

• Assist in opening new clients and matters (including and AML processes) as required

• Utilise all global resource hubs

Customer Service

• Deal with internal and client calls in a timely, confident, helpful and polite manner, passing on accurate messages promptly and actioning where necessary

• Deal with visitors in a confident and professional manner

• Keep client contact details as up to date as possible

Document Production & Technical Skills

• Produce, format and edit legal documents efficiently and accurately sourced through digital dictation, hardcopy and audio

• Prepare PowerPoint presentations and Excel spreadsheets

• Draft simple correspondence

• Undertake photocopying, scanning and faxing

Teamwork

• Attend training courses as required

• Attend EA meetings as required to keep up to date with firmwide procedures, current issues and add value to the EA practice

• Contribute to the team being proactive and helpful to colleagues and other fee earners by providing assistance during busy periods and covering for other fee earners in colleague’s absence

• Effectively manage and prioritise work

Billing

• Assist in monitoring the billing process as required using 3E

• Strong billing skills required. Assist in preparation of bill narratives and draft cost details as required

• Raise, monitor and issue appropriate cheques for clients or third parties as required

• Record time for fee earners in their absence or as required

• Communicating with clients and/or outside co-counsel on fees, invoices and ad hoc queries

• Maintaining record of client specific rates and billing requirements

• If required, maintaining and updating trackers for key clients or projects

• Collections – manage this process and stay on top of outstanding invoices

Co-Managing Partner to Athens office, Support

• Set-up regular group meetings for Partners across the Global firm

• Go to person for any queries

• Assisting with the yearly Posidonia event – sending out invites and collating responses etc.

• Assist with fee earner compensation meetings, ensuring all confidential documents are available and resources to hand

• Support the Co-Managing Partner with any firmwide related matters, meetings, lunches and events. Large amount of international travel

• By on hand to assist with any administrative needs

• Keeping information confidential at all times

• Strong EA skills

• Excellent communication and interpersonal skills

• Extensive organisational skills and attention to detail

• Able to manage pressure and conflicting demands on time

• A committed team player

• Proactive and enthusiastic

• Commercially aware

Practical Experience/Academic Qualifications

Minimum of 5 GCSEs or equivalent including English and Maths and/or a minimum of 5 years+ EA experience in a corporate/professional services environment

Office Skills

Extremely high level of proficiency with Microsoft Office specifically:

• Word, Outlook and Excel

• Excellent knowledge of PowerPoint

• Typing speed of at least 60 wpm

• Knowledge of iManage and 3E

Clients/Customers

Customer Service – provides high quality and timely customer service

Innovation & Improvement – Acts on ways to add value to the team and Firm

Business Skills

Thinking & Planning – is highly organised and thoughtful in his/her approach to work

Judgement & Professionalism – demonstrates appropriate workplace behaviour

Communication -communicates effectively orally and in writing

Citizenship

Teamwork & Collaboration – maintains good relationships with co-workers

Developing Self & Others – addresses own developments needs and assists others to develop

Functional Skills

• Ability to understand the organizational structure of the Firm including office locations, roles and responsibilities of key people and firm strategy

• Able to utilise accounting, operational and administrative applications as relevant to area of responsibility

• Able to understands legal industry requirements and guidelines as relevant to role

• Can identify and classify legal documents, and organise and file them according to standard firm practice

• Able to files documents electronically with third parties

• Ability to maintain accurate court information regarding local rules and procedures for the different courts and jurisdictions serviced

• Can understand the basic terminology and transactions of applicable practice area and clients

• Able to understand the client engagement process and ensure compliance of time and expense reporting requirements.