We are partnered with a prominent international law firm with a large team of lawyers spanning offices across the United States, Europe, the Middle East, and Asia. Our client is seeking an Executive Assistant to join the firm on a 12-month FTC basis supporting a Partner specialising in shipping disputes.
Role Title: Executive Assistant
Practice Group: Transportation
Reporting to: EA Team Leader
Contract Type: 12-month Fixed Term Contract
Key Responsibilities
Meetings and Travel Management:
- Manage fee earners' calendars.
- Arrange conference calls, meetings, video conferences, and catering.
- Coordinate all travel arrangements, including taxis, accommodation, and expense forms as appropriate.
Customer Service:
- Handle internal and client calls in a timely, confident, helpful, and polite manner, passing on accurate messages promptly and taking action where necessary.
- Deal with visitors in a confident and professional manner.
- Keep client contact details as up-to-date as possible.
Document Production & Technical Skills:
- Produce, format, and edit legal documents efficiently and accurately, sourced through digital dictation, hard copy, and audio. Prepare PowerPoint presentations and Excel spreadsheets. Draft simple correspondence. Undertake photocopying, scanning, and faxing.
Teamwork:
- Attend training courses as required.
- Participate in EA meetings to stay updated on procedures, current issues, and to add value to the EA practice.
- Contribute proactively to the team by providing assistance during busy periods and covering for other fee earners in colleagues' absence.
Billing:
- Assist in monitoring the billing process using 3E as required.
- Exhibit strong billing skills, preparing bill narratives and draft cost details as necessary.
- Raise, monitor, and issue appropriate cheques for clients or third parties as needed.
- Record time for fee earners in their absence or as required.
- Communicate with clients and/or outside co-counsel on fees, invoices, and ad hoc queries.
- Maintain records of client-specific rates and billing requirements.
- Manage the collections process and ensure outstanding invoices are addressed.
Partner Support:
- Set up regular group meetings for Partners across the global firm.
- Serve as the go-to person for any queries.
- Support fee earner compensation meetings by ensuring all confidential documents and resources are available.
- Support the Co-Managing Partner with firmwide related matters, meetings, lunches, and events, including extensive international travel.
- Provide administrative support as needed, maintaining confidentiality at all times
Key Skills, Attributes, and Experience:
Skills:
- Strong Executive Assistant skills.
- Excellent communication and interpersonal skills.
- Extensive organisational skills and attention to detail.
- Ability to manage pressure and conflicting demands on time.
- A committed team player.
- Proactive and enthusiastic.
- Commercially aware.
Practical Experience/Academic Qualifications:
Minimum of 5 GCSEs or equivalent, including English and Maths, and/or a minimum of 4 years’ EA experience in a corporate/professional services environment.
Office Skills:
- High proficiency with Microsoft Office, specifically: Word, Outlook, and Excel.
- Excellent knowledge of PowerPoint. Knowledge of iManage and 3E.
Competencies:
Clients/Customers:
- Provides high-quality and timely customer service.
- Acts on ways to add value to the team and firm.
Business Skills:
- Highly organised and thoughtful in approach to work.
- Demonstrates appropriate workplace behaviour.
- Communicates effectively both orally and in writing.
If you're interested in this EA role and are available and committed to joining a renowned, reputable law firm on a 12-month contract, we encourage you to apply today!
