Executive Assistant

As an Executive Assistant, you provide comprehensive administrative and client‑focused support to Partners, managing your own workstreams with the help of relevant resources, such as Practice Support Assistants and Document Production teams.

You serve as a strategic collaborator to Partners, supporting long‑term organisational goals and aligning tasks with strategic priorities.

Key Responsibilities

• Client Service Delivery: Act as a gatekeeper to the Partner, organising time and tasks for effective management of resources and priorities.
• Proactive Diary Management: Ensure diaries are updated in real time, anticipating travel and accommodation bookings and meeting room requirements.
• Travel

Coordination: Coordinate travel arrangements, plan and execute detailed itineraries for international trips, handle associated logistics, prepare bios and agendas, and circulate papers.

• Client

Engagement: Assist Partners in managing time effectively by demonstrating awareness of contacts and clients and effectively participating in client care and handling basic client queries.

• Communication Management: Handle client‑related and internal calls and manage message taking as appropriate.
• Document Management: Manage work returned by Document Production/Speech Recognition Teams for accuracy and formatting before passing to the relevant Partner.
• Business Development and

Marketing: Liaise with Business Development to support marketing activities, including scheduling meetings, organising client events, assisting with pitches, managing directory submissions, and creating Linked In posts.

• CRM Database Management: Manage the CRM database, ensuring new prospects, contacts and business development activities are added and shared.
• Training and Guidance: Maintain up‑to‑date information on client protocols, provide guidance and training, and monitor compliance.
• File

Management: Responsible for hard copy and electronic filing, including opening and closing files, monitoring and managing key dates for clients, supervising general filing requirements (including folder mapping), and ensuring compliance procedures are up to date on all files and matters.

• Administrative

Support: Serve as the point of contact for administrative requests and manage internal and external communication, including drafting timely responses on behalf of Partners.

• Financial

Administration: Assist the Central Finance team with various financial tasks, including client and event billing, credit control, bank payments and transfers, and expense management.

Ensure all activities are conducted with precision and in accordance with contractual requirements.

• Project Management: Manage and oversee key projects, ensuring alignment with the strategic priorities.
• Efficiency Optimisation: Streamline workflows and manage time to enhance productivity.
• Key Competencies
• Proactivity: Anticipate and address the needs of Partners and clients.
• Teamwork: Operate as part of a seamless unit by leveraging the capacity of colleagues, offering support, and covering absences to ensure deadlines are met and excellent work is delivered.
• Effective

Communication: Serve as a liaison between the Partners and internal/external stakeholders, demonstrating constructive working relationships and managing stakeholder expectations with clear, regular updates.

• Inspiring

Confidence: Deliver accurate, professionally presented work promptly to meet task specific deadlines and client demands, reinforcing the Firm's reputation for high‑quality legal support.

• Strategic Thinking: Collaborate closely with Partners to support the Firm's long‑term goals, aligning your tasks and initiatives with strategic priorities.
• Problem

Solving: Apply critical thinking skills to solve complex issues and enhance organisational processes, proactively identifying areas for improvement and suggesting solutions to drive efficiency and effectiveness.

Additional Responsibilities

Attend relevant training to keep up‑to‑date with firmwide procedures. Commitment to continuous learning and performance improvement.

Qualifications

Proven experience in a similar role within a legal or professional services environment.

Experience of managing client‑facing tasks and priorities with a practical approach.

Excellent communication skills, with the ability to build and maintain client relationships.

Ability to foster excellent working relationships at all levels.

Strong attention to detail and accuracy in all internal and external client communications and deliverables.

Proactive adaptable attitude, with the ability to balance conflicting priorities and improve working practices collaboratively.

Effective in handling and maintaining the highest level of confidentiality with sensitive information.

Exceptional organisational skills, optimising and managing workflows effectively.

Client service‑focused with strong interpersonal skills.

Ability to work independently and collaboratively, with a hands‑on approach.

Capable of making decisions in the absence of a Partner.

A proactive attitude with the capability to adapt to change.

Skills & Knowledge

• Advanced knowledge of Microsoft Office.
• Advanced knowledge of document management/case management systems.
• Ability to operate the Firm's various software packages and adapt to technological changes.
• Key Stakeholders
• Service Lead Partners and fee‑earners within the practice group.
• Clients and external contacts.
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