Executive Assistant - Finance in London

Provides assistance to, and manages resources for, the European Head of Finance, partners, counsel, associates, and finance staff attorney.

ESSENTIAL FUNCTIONS:

• Handles standard administrative functions including answering, screening, and placing phone calls; opening and routing mail as directed; managing files, records, attorney calendars and time records; preparing attorney expense reports.
• Proxies into attorney's email (if permission is granted) to process new messages, maintain organized email folders and keep attorney apprised of priorities. Ensure proper filing of emails to retention folders and SRM.
• Anticipate attorney needs by proactively identifying issues and conflicts and taking the initiative to offer solutions and preempt needs.
• Prepares engagement letters, new client/matter memos, and updates active client/matter number lists to assist with the new business process.
• Utilizes tracking charts for keeping up-to-date records, with a special focus on billing and new business.
• Handles all aspects of document preparation, processing edits, generating redlines, PDF creation, conversions and quality control of work product.
• Works in tandem with Client Accounting to ensure up-to-date and accurate client billing.
• Seeks ways of being responsive to clients in a manner that demonstrates the ability to provide superior client service, in small and large ways.
• Assists in promoting business development through entry of activities, maintenance of contacts and assembling of mailing lists in InterAction.
• Utilize applications like Excel and PowerPoint to facilitate attorney's work.
• Researches and makes complex travel arrangements for attorney's including, assisting with visa requirements.
• Prepares check requests for vendor invoices and actively follows up to ensure timely payment.
• Delegates work to other departments as necessary, coordinating the completion of delegated work and verifying its accuracy.
• Assists with attorney personal work when required.
• Ensures proper functioning of all software and hardware being used by attorneys, in consultation with technology support staff.
• Performs responsibilities of other support services when needed, including but not limited to printing, scanning, duplicating, quality control, and hand-delivering packages.
• Performs frequent physical exertion including sitting, repetitive use of both hands, lifting and carrying up to 10 pounds.
• Regular and reliable physical presence to perform in-office administrative functions and support services, maintain physical files, and provide client support services.
• Performs other related duties and special projects as assigned.
• Assures that all completed projects adhere to accepted professional standards.
• Ability to synthesize information to prioritize and organize tasks.
• Demonstrates strong interpersonal, written, and verbal communication skills to facilitate effective work relationships with others.
• Manages Firm resources responsibly.
• Complies with and understands Firm operations, policies, and procedures.

ESSENTIAL KNOWLEDGE, SKILLS, ABILITIES AND OTHER JOB-RELATED COMPETENCIES:

• Knowledge of relevant firm computer software programs (e.g., Word, Outlook, Excel, PowerPoint), with the ability to learn new software and operating systems.
• Ability to handle multiple projects and shifting priorities.
• Ability to work well independently, as well as effectively within a team.
• Flexibility to adjust hours and work the hours necessary to meet operating and business needs.
• Demonstrates a high level of professionalism.
• Flexibility and willingness to perform a wide range of tasks extending beyond routine expectations.
• Ability to handle sensitive matters and maintain confidentiality.
• Ability to work in office at least four days per week.

EDUCATION AND EXPERIENCE:

• A Level or equivalent or degree preferred.
• Minimum of three years of experience in an office environment or an equivalent combination of education and experience.