Executive Assistant

I am working with a law firm based close to Liverpool Street and they have two EA 12 month FTC working within the firm. The hours are 9.30am-5.30pm and they offer hybrid working, 3 days in the office/2 from home. This role is for a proactive and highly competent Executive Assistant (EA) who will operate successfully in a pressurised and fast-paced environment. The ability to collaborate with fee earners and clients, provide professional and client-focused support; and build effective relationships, are key to the success of this role.

Responsibilities will include:

• Undertaking complex tasks and projects, providing transactional support, and managing all routine and daily administrative tasks.
• Proactively manage, control and fully understand fee earner diary using discretion and business knowledge to prioritise commitments.
• Extensive arrangements of appointments, conferences and meetings across different time zones and offices.
• Develop and maintain a robust file management system for all electronic and hard copy correspondence and documents.
• Liaising regularly with fee earners to identify work commitments, prioritising workloads accordingly.
• Prepare for all meetings, including preparation of all pre-reading documentation, follow up and coordinate all meeting actions.
• Travel arrangements including liaison with travel company, arranging visas, booking travel and accommodation.
• Coordinate and assist with global visitors.
• Arrange photocopying, printing, scanning, organising post and couriers.
• Ensure partner PDPRs are up to date.

Client relationship management:

• Build strong and effective relationships with internal and external clients and their teams.
• Support lawyers in marketing activities including research and obtaining client information and data.
• Support the internal business development team by undertaking an event secretary role.
• Proactively maintain and update the client relationship management system.
• Attend and contribute to team meetings as required.

Financial:

• Ensure all new client/matter onboarding processes are completed accurately.
• Coordinate and action the production of accurate compliance documents.
• Attend and actively participate in WIP and credit control meetings.
• Produce and review WIP reports, identifying matters for billing.
• Manage partners' billing processes.
• Using Aderant to assist fee earners with financial queries.
• Ensure expenses, receipts and contact reports are completed, uploaded and filed appropriately.

Communication:

• Act as gatekeeper for fee earners, taking appropriate messages.
• Using own initiative to manage post and email accounts.
• Draft high-quality correspondence, engagement letters, documents, agendas, presentations and spreadsheets.

Document and File Management:

• Proactively delegating document production and dictation transcription.
• Actively filing documents appropriately within iManage.
• Following the Records Management policy and procedure.
• Undertake regular file reviews, closing finished matters when appropriate.

Additional Responsibilities:

• Proactively identify areas of responsibility and tasks to take ownership of.
• Drive processes through to delivery via appropriate workflows.
• 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’.