Executive Assistant (Marine, Trade and Offshore)

What we will offerWe 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 get 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 policiesLife assurance private health and dental care for you and your familyA range of flexible benefits including gym discount and retail vouchersTech cycle and electric car schemesWe support the causes you care about by giving you one day per year off to volunteer with any charity that you are involved with outside of workA 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 perspectivesIf you require this document in an accessible format (e.g. large print) please contact Team StructureThis role is for a proactive and highly competent Executive Assistant (EA) who will operate successfully in a pressurised and fast-paced environment. The ability to collaborate with fee earners and clients provide professional and client-focused support and build effective relationships are key to the success of this role.Responsibilities will include undertaking complex tasks and projects providing transactional support 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.Main ResponsibilitiesAdministrativeProactively manage control and fully understand fee earner diary using discretion and business knowledge to prioritise commitments. This will include extensive arrangements of appointments conferences and meetings across different time zones and offices using different processes and IT infrastructure (videoconferencing 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 naming conventions policy.Liaising regularly with fee earners to identify work commitments prioritising workloads accordingly.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 communications.Travel arrangements including liaison with travel company arranging visas booking travel and accommodation arranging currency preparing itineraries ensuring compliance with the firms Travel Policy at all timesCoordinate and assist with global visitors.Arrange photocopying printing scanning organising post and couriers etc.Ensuring partner PDPRs are up to dateClient relationship managementBuild strong and effective relationships with and develop and maintain a comprehensive knowledge of internal and external clients and their teamsSupport lawyers in marketing activities including research and obtaining client information and data as well as involvement in preparation of pitches and presentationsSupport the internal business development team by undertaking an event secretary role managing the e-alert process assisting with legal directory administration and delegating tasks appropriatelyProactively maintain and update the client relationship management system ensuring any follow-ups are actionedAttend and contribute to team meetings as required detail and progress action points as appropriateFinancialEnsure all new client/matter onboarding processes are completed accurately following up as appropriate and adhering to risk and compliance requirements at all timesCoordinate and action the production of accurate compliance documents (including drafting engagement letters critical information and collection proforma etc.)Attend and actively participate in WIP and credit control meetings undertaking and driving actions as agreedProduce and review WIP reports identifying matters for billing write-offs debtors and client creditsManage partners billing processes: agreeing billing dates gathering disbursements initiating prebills complete billing checklist (to include: time transfers write-offs applying discounts returns to WIP producing drafts and updating Expert as appropriate). Submitting prebills for approvalPreparing covering emails/letters and ensure completed invoices are despatched in a timely manner and uploaded into delivered billsUsing Aderant to assist fee earners with financial queries producing reports if requiredEnsuring disbursements and all client payments are processed accurately having completed all relevant pre-checksUndertake client audits and prepare draft documentationEnsure expenses receipts and contact reports are completed uploaded and filed appropriatelyCommunicationAct as gatekeeper for fee earners taking appropriate messages and ensuring they are passed on/followed up appropriatelyUsing own initiative to manage post and email accounts: screening prioritising and dealing with incoming emails and post in fee earners absence; develop and maintain systems to promote efficiencyDraft high-quality correspondence engagement letters documents agendas presentations and spreadsheets or other (non-legal) correspondence on behalf of fee earners actioning responses if appropriate.Document and File ManagementProactively delegating document production and dictation transcription to appropriate resource providing appropriate timeframes for work and checking returned work if requiredActively filing documents appropriately within iManage ensuring compliance with the Stephenson Harwood naming conventions policyFollowing the Records Management policy and procedure undertaking regular records management of files and papers for fee earners ensuring all documents are recorded electronically and recording original documents in the Records Management system prior to off-site storageUndertake regular file reviews closing finished matters when appropriateAdditional ResponsibilitiesProactively identify areas of responsibility and tasks to take ownership of the sameDrive processes through to delivery via appropriate workflows (i.e. partners business service teams etc.)Support additional stakeholders and colleagues as and when requiredIdentify and facilitate knowledge sharing within peer group and wider teamMentoring and coaching junior members of the teamIdentifying areas for continuous improvement and implementing solutionsMaintain strong knowledge of own practice key matters business issues and hot topics; so that appropriate priority is given to queries and requests.Attributes/Skills RequiredExcellent academic backgroundRelevant experience ideally gained in a law firmExperience of complex travel and diary managementForward thinking and being able to drive tasks forward independentlyAdvanced Microsoft Office skillsCommercial and financial acumenA thorough understanding of working in a professional service driven environment and stakeholder/client/business confidentialityConfident and professional manner with the ability to build strong relationship with fee earners and clientsExcellent communication skills and the ability to interact at all levelsCollaborative and supportive of the business and its initiativesAdaptable and open to change showing a willingness and confidence to make suggestions for change where appropriateStrong organisational skills and excellent attention to detailAbility to remain proactive and flexible at all timesReliable hardworking work to tight deadlines and have the ability to remain calm when under pressureAnticipate and identify potential problems and provide innovative solutionsA strong team playerAbout the FirmStephenson Harwood is an international law firm and were committed to creating positive partnerships with our clients. We represent listed and private companies institutions and individuals building lasting relationships to help them succeed in a complex andever-changing world.Our focus is on five core sectors: Energy Transition Life Sciences and Healthcare Private Capital and Funds Technology and Transportation and Trade.With more than 1400 people including 210 partners across eight offices in Europe the Middle East and Asia we combine deep legal capabilities and broad commercial expertise. We have also forged close ties with high quality law firms around the world blending local knowledge with global savvy for clients in over 100 countries.We understand the power of diversity in delivering that high calibre advice to our clients. We want to attract diverse talent and we particularly encourage applications from underrepresented demographics.Our brand strengths:GO FAR GO TOGETHEREXPERTS IN MORE THAN LAWCAN DO PERSONALITIESALWAYS READY Key Skills Low Voltage,Mechanic Experience,caterpillar,Electrical Experience,Diesel Engine Repair,Rigging,Mechanical Knowledge,Automotive Diagnostics,Automotive Repair,Service Technician Experience,Heavy Lifting,Troubleshooting Employment Type : Unclear Experience: years Vacancy: 1