Executive Assistant (Corporate)

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 will join an ambitious firm with a clear strategy for profitable growth, gaining early responsibility and involvement in growing the business. Here you can expect a competitive and fair reward as well as recognition based on performance. This forms part of our internal promise to you, The Deal, between the firm and its employees.

You Can Expect

• A competitive salary and a host of family‑friendly policies
• Life assurance, private health and dental care for you and your family
• A range of flexible benefits including gym discount and retail vouchers
• Tech, cycle and electric car schemes
• One day per year off to volunteer with any charity you choose
• A wellbeing strategy focusing on physical, emotional, financial and social aspects
• Hybrid work arrangements with option for remote work and other flexible arrangements
• Equal‑opportunity organisation committed to diversity. No discrimination on age, sex, race, disability, sexual orientation, culture or other protected characteristics.

Team Structure and Role Overview

This role is for a proactive and highly competent Executive Assistant (EA) who will operate successfully in a pressurised and fast‑paced environment and collaborate with fee earners and clients. The EA will provide professional, client‑focused support and build effective relationships.

Main Responsibilities

• Proactively manage fee earner diaries, prioritise commitments and arrange appointments, conferences and meetings across time zones and offices.
• Develop and maintain a robust file management system for electronic and hard‑copy correspondence, ensuring naming conventions policy is followed.
• Liaise with fee earners to identify work commitments and prioritise workloads.
• Prepare pre‑reading documentation, follow up and coordinate meeting actions, and ensure proper recording of decisions.
• Arrange travel, visas, accommodation, currency, itineraries and ensure compliance with the firm’s Travel Policy.
• Assist with global visitors, photocopying, printing, scanning, post and courier arrangements.
• Ensure partner PDPRs are up to date.

• Build and maintain strong relationships with internal and external clients.
• Support lawyers in marketing activities, research, client information, and preparation of pitches.
• Assist internal business development with event coordination, e‑alert process and legal directory administration.
• Maintain and update the client relationship management system and follow up on actions.
• Attend and contribute to team meetings, documenting progress and action points.

• Complete onboarding processes for new client/matter and ensure risk and compliance requirements are met.
• Produce and action compliance documents, including drafting engagement letters and collection proforma.
• Participate in WIP and credit control meetings and drive agreed actions.
• Produce and review WIP reports, identifying billing matters, write‑offs and client credits.
• Manage partners’ billing processes: billing dates, disbursements, prebills, time transfers, discounts, and invoice dispatch.
• Use Aderant to assist fee earners with financial queries and reporting.
• Process disbursements and client payments accurately and perform relevant pre‑checks.
• Undertake client audits and prepare draft documentation.
• Ensure expense, receipt and contact reports are filed correctly.

• Act as a gatekeeper for fee earners, passing appropriate messages and following up.
• Manage post and email accounts in fee earners’ absence, prioritising and screening incoming communications.
• Draft high‑quality correspondence, engagement letters, agendas, presentations and other documents as required.

• Delegate document production and dictation transcription, checking returned work.
• File documents in iManage, ensuring compliance with naming conventions.
• Follow the Records Management policy, recording files electronically and preparing for off‑site storage.
• Conduct regular file reviews and close finished matters.

• Identify areas of responsibility and tasks to own and drive through appropriate workflows.
• Support stakeholders and colleagues as required.
• Facilitate knowledge sharing within the team.
• Mentor and coach junior team members.
• Identify and implement continuous improvement initiatives.
• Maintain strong knowledge of own practice, key matters and business issues.

Attributes and Skills Required

• Strong academic background desirable.
• Relevant experience, ideally in a law firm.
• Experience with billing, client/matter onboarding, complex travel and diary management.
• Forward‑thinking and able to drive tasks independently.
• Advanced Microsoft Office skills.
• Commercial and financial acumen.
• Understanding of professional, service‑driven environment and confidentiality.
• Confident and professional manner; able to build relationships with fee earners and clients.
• Excellent communication skills at all levels.
• Collaborative and supportive of business initiatives.
• Adaptable and open to change, confident in suggesting improvements.
• Strong organisational skills and attention to detail.
• Ability to work to tight deadlines and remain calm under pressure.
• Anticipate potential problems and provide innovative solutions.
• Strong team player.

This job description is indicative only and does not represent an exhaustive list of responsibilities. The firm reserves the right to alter or change the responsibilities at any time, in line with the firm’s strategy and business needs.