Executive Assistant- Intellectual Property, Tech and Data

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. The EA will collaborate with fee earners and clients, provide professional and client‑focused support, and build effective relationships.

Responsibility Overview

• Administrative
  • Proactively manage, control and fully understand fee earner diary using discretion and business knowledge to prioritise commitments. This will include extensive arrangements of appointments, conferences and meetings across different time zones and offices, using different processes and IT infrastructure (videoconferencing, tele‑conferencing, client office software etc.).
  • Develop and maintain a robust file management system for all electronic and hard copy correspondence, and documents, ensuring adherence to naming conventions policy.
  • Liaise regularly with fee earners to identify work commitments, prioritising workloads accordingly.
  • Prepare for all meetings, including preparation of all pre‑reading documentation (if appropriate), follow up and coordinate all meeting actions, ensure they are properly recorded and dealt with, including any necessary follow‑up communications.
  • Travel arrangements including liaison with travel company, arranging visas, booking travel and accommodation, arranging currency, preparing itineraries, ensuring compliance with the firm’s Travel Policy at all times.
  • Coordinate and assist with global visitors.
  • Arrange photocopying, printing, scanning, organising post and couriers, etc.
  • Ensuring partner PDPRs are up to date.
• Client Relationship Management
  • Build strong and effective relationships with, and develop and maintain a comprehensive knowledge of, internal and external clients and their teams.
  • Support lawyers in marketing activities including research and obtaining client information and data, as well as involvement in preparation of pitches and presentations.
  • Support the internal business development team by undertaking an event secretary role, managing the e‑alert process, assisting with legal directory administration and delegating tasks appropriately.
  • Proactively maintain and update the client relationship management system, ensuring any follow‑ups are actioned.
  • Attend and contribute to team meetings as required, detail and progress action points as appropriate.
• Financial
  • Ensure all new client/matter onboarding processes are completed accurately, following up as appropriate and adhering to risk and compliance requirements at all times.
  • Coordinate and action the production of accurate compliance documents (including drafting engagement letters, critical information and collection proforma, etc.).
  • Attend and actively participate in WIP and credit control meetings, undertaking and driving actions as agreed.
  • Produce and review WIP reports, identifying matters for billing, write‑offs, debtors and client credits.
  • Manage partners’ billing processes: agreeing billing dates, gathering disbursements, initiating prebills, complete billing checklist (to include: time transfers, write‑offs, applying discounts, returns to WIP, producing drafts and updating Expert as appropriate).
  • Submitting prebills for approval.
  • Preparing covering emails/letters, and ensure completed invoices are despatched in a timely manner and uploaded into delivered bills.
  • Using Aderant to assist fee earners with financial queries, producing reports if required.
  • Ensuring disbursements and all client payments are processed accurately, having completed all relevant pre‑checks.
  • Undertake client audits and prepare draft documentation.
  • Ensure expenses, receipts and contact reports are completed, uploaded and filed appropriately.
• Communication
  • Act as gatekeeper for fee earners, taking appropriate messages and ensuring they are passed on/followed up appropriately.
  • Using own initiative to manage post and email accounts: screening, prioritising and dealing with incoming emails and post in fee earners absence; develop and maintain systems to promote efficiency.
  • Draft high‑quality correspondence, engagement letters, documents, agendas, presentations and spreadsheets or other (non‑legal) correspondence on behalf of fee earners, actioning responses if appropriate.
• Document and File Management
  • Proactively delegating document production and dictation transcription to appropriate resource, providing appropriate timeframes for work and checking returned work if required.
  • Actively filing documents appropriately within iManage, ensuring compliance with the Stephenson Harwood naming conventions policy.
  • Following the Records Management policy and procedure, undertaking regular records management of files and papers for fee earners, ensuring all documents are recorded electronically and recording original documents in the Records Management system prior to off‑site storage.
  • Undertake regular file reviews, closing finished matters when appropriate.
• Additional Responsibilities
  • Proactively identify areas of responsibility and tasks to take ownership of the same.
  • Drive processes through to delivery via appropriate workflows (i.e. partners, business service teams, etc.).
  • Support additional stakeholders and colleagues as and when required.
  • Identify and facilitate knowledge sharing within peer group and wider team.
  • Mentoring and coaching junior members of the team.
  • Identifying areas for continuous improvement and implementing solutions.
  • Maintain strong knowledge of own practice, key matters, business issues and hot topics, so that appropriate priority is given to queries and requests.

Attributes and Skills Required

• Excellent academic background.
• Relevant experience, ideally gained in a law firm.
• Experience of complex travel and diary management.
• Forward‑thinking and the ability to drive tasks forward independently.
• Advanced Microsoft Office skills.
• Commercial and financial acumen.
• A thorough understanding of working in a professional, service‑driven environment and stakeholder/client/business confidentiality.
• Confident and professional manner with the ability to build strong relationships with fee earners and clients.
• Excellent communication skills and the ability to interact at all levels.
• Collaborative and supportive of the business and its initiatives.
• Adaptable and open to change showing a willingness and confidence to make suggestions for change where appropriate.
• Strong organisational skills and excellent attention to detail.
• Ability to remain proactive and flexible at all times.
• Reliable, hardworking, work to tight deadlines and have the ability to remain calm when under pressure.
• Anticipate and identify potential problems and provide innovative solutions.
• A strong team player.

Benefits

• 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 that you are involved with outside of work.
• A wellbeing strategy that focuses on preventative measures to maintain overall health, and tools and support for when our people experience physical or mental difficulties. The strategy focuses on four pillars: physical, emotional, financial and social aspects.
• Most of our roles are hybrid, meaning that colleagues benefit from working in our office and remotely. We are happy to discuss this and other flexible working arrangements with you as part of the application and interview process.

Equal Opportunity Statement

We are an equal opportunity organisation, committed to having a diverse workforce. We do not discriminate on the basis of age, sex, race, disability, sexual orientation, culture, or any other protected characteristics. We aim to create a culture where everyone can be themselves and is valued for their strengths and unique perspectives.