Executive Assistant, Real Estate Disputes in London

We have an exciting opportunity for a proactive and highly competent Executive Assistant who can operate successfully in a pressurised and fast‑paced environment, providing client and business focused secretarial and administrative support to a small group of partners.

The individual will need to adapt to the different working styles of partners, undertake complex tasks and projects, deliver high‑level flexible organisational support and play a critical role in helping partners deliver to the highest standard.

Responsibilities

• Act as a professional and client service focused ambassador for partners internally and externally.
• Take full ownership of diaries, proactively managing all appointments, meetings and related logistics, working with partners to keep schedules running smoothly and ensuring they are prepared for each meeting.
• Proactively manage diary conflicts and take appropriate action on queries or clashes.
• As agreed with each partner, manage inboxes responding to emails on their behalf, drafting emails appropriately, forwarding any client‑critical emails to other fee earners and secretaries in the team to action and highlight any urgent or important emails that partner needs to respond to.
• Demonstrate commercial and financial management understanding by handling complex compliance and billing matters.
• Take full ownership of tasks and manage workload against deadlines and business needs, working effectively and collaboratively with central support departments to deliver to deadlines.
• Coordinate the billing process on behalf of the partners, proactively organising WIP and other financial management meetings, working with the wider department and billing team to meet billing deadlines.
• Take ownership of financial and matter management processes for the team, such as coordinating the chase of unpaid bills.
• Work in partnership with partners, building highly effective relationships, ensuring good working practices are put in place and adopted.
• Arrange regular catch‑ups with each partner to review their diary and commitments so that a good understanding of partners’ clients and priorities is developed.
• Introduce and implement best practice around key operational processes to enhance partner effectiveness and department performance.
• Attend meetings and take minutes if required, following up on designated actions to ensure completion before the next meeting.
• Liaise with the Marketing & Business Development team and key contacts, proactively coordinating BD activities, playing a key role in organising events, seminars and conferences for the team.
• Arrange travel requirements, understand individual’s personal preferences and manage all arrangements from start to finish, including journey details, accommodation, visa requirements and currency, updating diaries accordingly.
• Develop a thorough understanding of the partners’ practice area(s), clients, priorities, the teamworking practices and goals.
• Be a role model, work closely with the Secretarial Team Leader, be seen as a change agent and show a willingness and confidence to make suggestions for change where appropriate.
• Build strong relationships internally and externally.
• Other Skills Required
• Excellent verbal and written communication and interpersonal skills.
• Organised manner with ability to prioritise workload.
• Strong financial background/experience.
• Motivated and pro‑active with a “can‑do” approach.
• Can adhere to tight and demanding deadlines.
• Ability to interact with people at all levels.
• Self‑motivated individual with a proactive approach.
• Calm and efficient under pressure.
• Flexible as regards to time and duties.
• Proficient in use of MS Office (specifically Word, Excel and Power Point).
• Excellent administration, organisational and prioritisation skills with ability to manage time efficiently.
• Good attention to detail. Accurate and thorough.

Forsters LLP is an equal opportunities employer and is committed to ensuring an inclusive and accessible hiring experience for everyone.

We strive to attract and encourage applications from all candidates regardless of their gender, age, race, nationality, marital status, disability, sex, sexual orientation or religious beliefs.

If you require any support or adjustments in the application or hiring process, please let us know.

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