Eexecutive Assistant Overview
Executive Assistant roles within the Executive Support Services (ESS) team are pivotal to supporting all areas of our business. Reporting directly to the Regional Executive Services Manager or Executive Services Team Leader, you will be tasked with delivering high-quality support to lawyers, leveraging available resources effectively.
This role is embedded within the firm's Corporate and Commercial National Service Line, working closely with Document Production Specialists and Administration Assistants to support seven fee earners.
Key Responsibilities
Client Support
Collaborate closely with the assigned lawyers, fostering strong client relationships by anticipating needs and providing thorough notes for ongoing matters.
Address client issues promptly, offering solutions and suggesting improvements to enhance client experiences and processes.
Handle all calls and queries professionally, ensuring clear messages are taken and resolved promptly.
Organise and distribute agendas, itineraries, and meeting papers, following up on pending items to give lawyers ample preparation time.
Maintain client sites and update National Service Line (NSL) and sector information on the Firm's intranet, including relevant know-how resources.
Leadership
Maintain composure and focus under pressure, recognising when to seek help.
Advocate for new initiatives and adhere to the firm's policies and procedures, staying current with firm communications and continuously improving your skills.
Anticipate lawyer needs, relieving them of administrative tasks, and actively support business development and marketing efforts.
Deliver work with a high level of expertise, mentoring, coaching, or training others as needed.
Take ownership of your professional development, expanding your knowledge of the team, NSL, and the broader business.
Embrace and propose innovative ways of working within your role.
Business Management
Manage and coordinate lawyers' diaries, including arranging events, travel, and resolving any scheduling conflicts to streamline their daily activities.
Monitor and manage lawyers' inboxes, especially during absences, reducing email volume by responding and filing as appropriate.
Plan and manage work flow, delegating tasks appropriately while staying informed of team workloads and going the extra mile to meet deadlines.
Oversee all aspects of file administration, acting as the primary contact for lawyers, ensuring compliance with file setup, money laundering regulations, and liaising with the Central Inception Team and Risk & Compliance.
Update and maintain lawyers' CVs/biographies and assist with lawyer submissions.
Prepare and submit official forms relevant to lawyers' roles using the appropriate tools and platforms.
Technical Excellence
Exhibit exceptional attention to detail, ensuring all work is thoroughly reviewed and any issues are addressed before reaching the lawyer.
Maintain a high level of proficiency in Microsoft Office and other commonly used software and hardware.
Manage the payment of lawyer and NSL expenses, memberships, and subscriptions, using the Purchase Order system and preparing necessary payments.
Support lawyers with InterAction, delegating to Administrative Assistants as needed, ensuring business contacts are updated and preparing reports as required.
Communicate clearly and effectively, using plain English and presenting information logically and structured.
Adhere to all firm policies, procedures, and client service standards (CSS).
Understand and support the end-to-end billing process to assist lawyers.
The Ideal Candidate
To excel in this demanding role, you will likely have:
Experience in a similar position, such as a PA or Secretary, ideally in a similar professional environment.
A background in supporting multiple individuals, including diary management and arranging travel/events.
Strong proficiency in Microsoft Office, particularly Outlook and Word.
Additionally, you will need to:
Work well within a team, building strong working relationships at all levels.
Exhibit excellent planning and organisational skills.
Be flexible and willing to work additional hours when required.
Consistently deliver outstanding client service.
Communicate clearly and effectively across all levels.
Demonstrate strong presentation skills and attention to detail.
Remain calm and composed under pressure.
Search is an equal opportunities recruiter and we welcome applications from all suitably skilled or qualified applicants, regardless of their race, sex, disability, religion/beliefs, sexual orientation or age.