Executive Assistant

Operating as one global partnership, we represent leading international businesses from FTSE 100 corporations to mid-market and emerging enterprises; advising clients on cross border transactions, international commercial disputes and regulation. We specialise in industries including financial services, life sciences, health care, energy and natural resources, entertainment and media, shipping and real estate.

We all share a common culture, with core values supporting the firm’s commitment to add value, achieve excellence, and promote professional development. London is our largest office with approximately 700 people, including over 350 fee earners across the full range of commercial practice areas. Consistent with the firm’s strategy, the office has grown significantly over the past five years. Key to this growth has been our ability to successfully integrate new hires into our business and give them a platform to flourish. We place a huge significance on listening to our people and incorporating their ideas wherever possible.

KEY REPONSIBILITIES

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

Skills

KEY SKILLS, ATTRIBUTES AND EXPERIENCE

• 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