Executive Assistant (12 month FTC) Employment, Pensions, Immigration and Private Wealth in City of London

Join Stephenson Harwood LLP as an Executive Assistant for a 12‑month fixed‑term contract in Employment, Pensions, Immigration and Private Wealth. We are looking for a proactive and highly competent professional who can thrive in a pressurised, fast‑paced environment and deliver exceptional client‑focused support.

What We Will Offer

We will offer you a place where you can be yourself and where there are no limits on what you can achieve. With us, you can take ownership of your career and have honest conversations throughout. You would join an ambitious firm with a clear strategy for profitable growth where you can get early responsibility and early involvement in growing the business. We provide a competitive and fair reward as well as recognition based on all‑round performance.

Team Structure

This role is for an Executive Assistant who will collaborate with fee earners and clients, provide professional and client‑focused support, and build effective relationships.

Main Responsibilities

• Administrative
  • Proactively manage fee earner diary, prioritise commitments, arrange appointments, conferences and meetings across time zones and offices.
  • Develop and maintain a robust file‑management system for electronic and hard‑copy documents, adhering to naming conventions.
  • Liaise regularly with fee earners to identify work commitments and prioritise workloads.
  • Prepare pre‑reading materials for meetings, follow up and coordinate actions, ensuring proper recording and completion.
  • Arrange travel: liaise with travel company, arrange visas, booking, currency, itineraries and ensure compliance with the firm’s Travel Policy.
  • Coordinate and assist with global visitors.
  • Arrange printing, scanning, post, couriers, etc.
  • Ensure partner PDPRs are up to date.
• Client Relationship Management
  • Build and maintain relationships with internal and external clients.
  • Support marketing activities: research, obtain client information, assist with pitches and presentations.
  • Assist the business development team: event secretary role, e‑alert process, legal directory administration.
  • Maintain client relationship management system and action follow‑ups.
  • Attend and contribute to team meetings, documenting and progressing action points.
• Financial
  • Complete onboarding processes, coordinate production of compliance documents.
  • Participate in WIP and credit control meetings; drive actions.
  • Produce and review WIP reports; manage billing processes, disbursements, prebills, and invoices.
  • Use Aderant for financial queries and reporting.
  • Process disbursements and client payments accurately; undertake client audits.
  • Ensure expenses, receipts and contact reports are filed properly.
• Communication
  • Act as gatekeeper for fee earners, manage messages and follow‑ups.
  • Manage post and email accounts, prioritise incoming mail.
  • Draft high‑quality correspondence, engagement letters, agendas, and presentations.
• Document and File Management
  • Delegate document production and dictation transcription, checking returned work.
  • File documents in iManage and ensure compliance with naming conventions.
  • Record documents in the Records Management system and undertake regular file reviews.
• Additional Responsibilities
  • Identify and take ownership of new responsibilities.
  • Drive processes through to delivery via appropriate workflows.
  • Support additional stakeholders as needed.
  • Facilitate knowledge sharing within the team.
  • Mentor and coach junior team members.
  • Identify continuous improvement opportunities and implement solutions.
  • Maintain strong knowledge of own practice, key matters and business issues.

Attributes / Skills Required

• Excellent academic background.
• Relevant experience, ideally at a law firm.
• Experience in complex travel and diary management.
• Forward‑thinking and independent task drive.
• Advanced Microsoft Office skills.
• Commercial and financial acumen.
• Understanding of confidentiality in a professional service environment.
• Confident, professional manner and strong relationship‑building skills.
• Excellent communication skills at all levels.
• Collaborative and supportive of business initiatives.
• Adaptable, open to change and proactive.
• Strong organisational skills and attention to detail.
• Reliable, hardworking, able to meet tight deadlines.
• Innovative problem‑solving ability.
• A strong team player.

Job Details

• Seniority level: Mid‑Senior level
• Employment type: Contract (12‑month fixed‑term)
• Job function: Administrative
• Industries: Law Practice

About The Firm

Stephenson Harwood is an international law firm committed to creating positive partnerships with clients. We represent listed and private companies, institutions and individuals across Energy Transition, Life Sciences and Healthcare, Private Capital and Funds, Technology and Transportation and Trade. With over 1,400 people, including 210+ partners, across eight offices in Europe, the Middle East and Asia, we combine deep legal capabilities and broad commercial expertise. We recognise that diversity fuels high‑calibre advice and strongly encourage applications from underrepresented demographics.