Executive Assistant - City - £40k
Hybrid working, 09:30-17:30
Wise May are looking for an Executive Assistant to join our client, a personable and progressive law firm based in the City. This is a great opportunity to join a friendly team who reward hard work.
Duties to include:
- Assume overall responsibility for the management of the administration of the practices of the Partners for whom the Legal Assistant works
- Proactively undertake the billing process by liaising with the lawyer and accounts, producing draft and finalised bills, support the lawyers throughout the billing process, send bills to clients and assist with dealing with queries on bills
- Manage and monitor diaries, ensuring they are up to date, arranging meetings with clients and key stakeholders, liaise with other attendees, and reminding lawyers of meetings etc. on a daily basis, and making associated travel arrangements
- Monitor emails / ensure that all client related correspondence is passed on to an appropriate lawyer if the relevant person is out the office
- Responding promptly to client and other emails relating to the administration of the practice
- Arrange travel bookings including flights / hotels and related details to be made through the support teams. ???Producing detailed itineraries Manage arrangements for lawyers' attendance at international and local conferences
- Client / matter administration including client onboarding; AML process and creation of client engagement agreements; arrange for files to be closed, supervise general filing requirements and record keeping
- Develop and implement effective systems to ensure that both short and long term tasks are completed within required timescales, delegating where appropriate to the administration team.
- Support lawyers in marketing activities including involvement in preparation of pitches and presentations
- Produce standard financial/time reports through the system using all resources available at present to support the lawyers in their financial management of the practice
- Support lawyers and credit control with effective financial hygiene (including overseeing the processing of disbursements, write offs and monies on account)
- Gain knowledge of the firm's billing and accounts system to provide effective support to Partners and Associates
- Request bank transfers and paying money received, as appropriate
- Overseeing processing of expenses
- Proactively assist lawyers in ensuring their time is recorded correctly and entered onto the system on a daily basis
Skills:
- Trustworthy and able to handle confidential information / sensitive situations discreetly
- Advanced knowledge of Microsoft Word, Outlook, Excel, PowerPoint
- Knowledge of law firm financial systems and billing arrangements
- Accurate typing speed of at least 60 words per minute
- Excellent telephone manner and competent knowledge of telephone system
- Excellent communication, organisational and team skills, unflappable
- Excellent attention to detail
- Flexible and dependable, able to take the initiative
- Able to remain calm under pressure and work to tight deadlines
- Conscientious, approachable and enthusiastic
- Able to quickly build confidence, respect and trust with others
- Have a positive attitude to daily tasks and have a solutions focussed working method
- Good team player, one able to understand and live the core values of the firm
Benefits:
- Discretionary bonus scheme
- Well being Wednesdays
- Sports and Social clubs
- Volunteering days
- Subsidised restaurant on site
- 25 days annual leave
- Life insurance
- Law Care
- Enhanced Statutory Maternity, Paternity, Shared Parental & Adoption pay.
We would be keen to speak with anyone who has experience with diary management and travel arrangements.