Executive Assistant - Corporate & Commercial - Birmingham - Hybrid - Permanent - Full-Time

Social network you want to login/join with: col-narrow-left Client: Mills & Reeve Location: Birmingham, United Kingdom Job Category: Other – EU work permit required: Yes col-narrow-right Job Reference: 5eba58a68551 Job Views: 2 Posted: 02.06.2025 Expiry Date: 17.07.2025 col-wide Job Description: The role Additionally requires someone who: Will manage multiple lawyers and delegate where appropriate using the support teams available; Is confident in setting and prioritising their own work agenda; Is organised and methodical in how they approach their work; Remains calm under pressure and is able to balance priorities; Is flexible; Has good written as well as verbal communication skills; Has excellent attention to detail, communicates effectively and works well within a team; Is confident and able to build sustainable relationships with internal and external clients; and Is willing to take on new responsibilities and challenges, whilst remaining resilient. The activities Manage and attend team and project meetings, taking minutes where required, preparing meeting arrangements including booking travel (this may include overseas travel), rooms, catering, accommodation, desks, equipment and updating internal business development calendars; Plan, arrange and attend events including liaising with business support teams and updating attendee lists or reports; Engage in networking in order to build relationships and raise the business profile, to include use of external media platforms such as LinkedIn, etc; Manage email bounce backs, processing feedback forms and logging referrals and activities; Support lawyers with legal directory submissions and updating lawyer biography/CVs and sector pages; Assist with updates and newsletters to clients, including adding to mailing lists. Client service Deliver outstanding client service by looking for improvements, speaking up and taking responsibility; Receive verbal and written instructions and see them through to conclusion; Work proactively and use own initiative to progress tasks; Undertake client/matter creation and updating tasks, alerts, reserves, estimating tools and ensuring these are kept up to date and accurate throughout matter life; Ensure compliance process is followed, including carrying out conflict checks and liaising with Central Inception team and clients for ID; Use our digital technology to update and manage in-house data systems such as Collaborate, Volume Control and Dialogue; Participate in the running of helplines, websites, phone calls and logging referrals, which may include liaising with clients, counsel and other professionals; Be a point of contact to assist with client and matter contact queries; Initial drafting of correspondence and legal documents; Diary management Coordinate diary appointments ensuring papers, itineraries and all other arrangements are in place; Add key dates and reminders to diaries and matter files. Finance and billing Hold regular financial housekeeping meetings with lawyers, printing billing guides and preparing breakdown of costs and liaising with the finance team; Raise draft proformas; Help prepare and dispatch client invoices with covering correspondence; Liaise with counsel and experts regarding fee notes and outstanding bills; Deal with general day-to-day client and finance queries; Prepare finance forms including generating purchase orders; Update internal reporting systems; Manage standard annual rate review letters and terms of business; Complete timesheet input for sickness/holidays/own time where appropriate; Manage lawyer/business support expense claims. Additional responsibilities include prioritising tasks effectively, managing emails, monitoring inboxes, meeting deadlines, progressing instructions, providing updates, managing expectations, and communicating with lawyers and support teams to ensure high-quality work. Also, manage and update client spreadsheets and delegate tasks to support teams as appropriate. Pre-employment screening We conduct checks relating to your professional and academic qualifications, references, eligibility to work in the UK, and disciplinary history with the SRA. You will also complete a self-declaration for character and suitability. Disclosure and barring service check This post is subject to a satisfactory DBS check for any criminal convictions or cautions. The Mills & Reeve Business Services career structure We have a firm-wide career structure with five levels. This role is at an Advisor level. Further information is available from the HR team. #J-18808-Ljbffr