Float EA £45,000 12 month FTC

Our client, a medium sized law firm based in Baker Street has a vacancy for a proactive and highly competent Float Executive Assistant who can operate successfully in a pressurised and fast-paced environment during the absences of EAs (often at short notice) covering all practice areas of the firm. Mainly private client, property, litigation and corporate. 

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The role will provide high level, client and business focussed secretarial and administrative support to a small group of partners, playing a critical role in working with them, their clients and the department to help partners deliver to the highest standard.

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Reporting to the EA Float Team Leader, the individual needs to be flexible and adaptable at all times to the changing needs of the business. A degree of flexibility around working hours is expected.

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Duties are as follows: 

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• Act as a professional and client service focussed ambassador for partners internally and externally in practice area where assigned to in absence of EA.

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• Take full ownership of handovers with EAs, ensuring all requirements for assignments are in place prior to the assignment in order to ensure an organised and consistent service to Partners as per their requirements.

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• Proactively managing all appointments, meetings and related logistics, seamlessly working with partners to ensure that their schedules run smoothly and that they are where they need to be, at the scheduled meeting time, and that they are prepared for each meeting.

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• As agreed with each individual partner and in line with how their own EA manages, deal with inboxes, responding to relevant emails on their behalf, drafting emails appropriately, forwarding any client critical emails to other fee earners and secretaries in the team to action and respond and highlight any urgent/important emails that partner needs to respond to.

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• Demonstrate commercial and financial management understanding, by seamlessly handling complex compliance and billing matters.

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• Take full ownership of tasks and manage workload against deadlines and business needs, working effectively and collaboratively with central support departments to efficiently deliver to deadlines.

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• Proactively coordinate the billing process on behalf of the partners, organising WIP and other financial management meetings, working with the Client Administrators to ensure billing processes meet deadlines.

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• Take ownership of financial and matter management processes for the team, for example coordinating chasing up unpaid bills.

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• Work in partnership with partners, building highly effective relationships with each of them, ensuring good working practices are put in place and adopted

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• As per EA’s handover notes to ensure continuity proactively arrange any regular catch ups with each partner to review their diary and commitments, to ensure that a good understanding of partners’ clients and priorities is developed to help the partners make the best use of their time.

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• Follow best practice around key operational processes to enhance partner effectiveness and department performance.

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• Other duties expected of the EA on an as needs basis.

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To secure this role you will need to have experience within a similar role or at least one of the following practice areas, litigation, private client, corporate or property law. A can-do team attitude is also essential along with the ability to hit the ground running.  

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Salary up to £45K. 12-14 month FTC initially 

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