Executive Assistant

Posted 29 August 2023
Salary £38000 - £40000 per annum + hybrid working plus excellent benefits
LocationCity of London
Job type Permanent
DisciplineHR & Executive Support
Contact NameTina Byrne

Job description

An exciting opportunity for an Executrive Assistant to assist the Partner of this top 20 City Legal Firms. You will be supporting the EPIP division and be based in their fantastic City offices, working in a culture that is supportive to achieve your goals
Main duties
  • Act as gatekeeper and provide an exceptional support service to Fee Earners, and providing administrative support to a couple of their Associates
  • Organise and manage the fee earners diary. This will include extensive arrangements of appointments, conferences and meetings across different time zones and offices, using various formats and IT infrastructure
  • Develop and maintain a filing management system for all electronic and hard copy correspondence
  • Prepare documentations for all meetings
  • Arranging global travel including liaison with travel company, arranging visas, booking travel and accommodation, arranging currency, preparing itineraries
  • Coordinate and assist with global visitors
  • Ensuring partner PDPRs are up to date
  • Support lawyers in marketing activities including research and obtaining client information
  • Support the internal business development team by undertaking an event secretary role, managing the e-alert process
  • Maintain and update the client relationship management system
  • Attend and contribute to team meetings, detail and progress action points as appropriate
  • Ensure all new client 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, write-offs, debtors and client credits
  • Manage partners' billing processes: agreeing billing dates, gathering disbursements, initiating prebills, complete billing checklist etc
  • Dispatching Invoices
  • Undertake client audits and prepare draft documentation
  • Process expenses, receipts and contact reports
  • Draft high-quality correspondence, engagement letters, documents, agendas, presentations, and spreadsheets or other (non-legal) correspondence on behalf of fee earners, actioning responses if appropriate
Skills Required
  • Previous Executive Assistant experience within a legal firm is essential
  • Preferably have experience of supporting Fee earners of Employment, Pension , Immigration or Privtate Wealth
  • Experience of supporting Fee Earners in processing their Billings
  • Excellent Computer skills
  • Good Academic Background
  • Highly organised to work in a busy environment
  • Excellent communication skills to build relationships with stakeholders and internal/external parties
  • Reliable, hardworking, work to tight deadlines and have the ability to remain calm when under pressure
Salary: £40,000
Hybrid Working: 3 days in the office / 2 days at home
Location: City
Excellent Benefits: Previous Billing exp is essential
Excellent Benefits: Private Health, Pension, Life Assurance, Income protection, Perks at Work, Tax free childcare, Dental Insurance, Employee Assistance Programme, Wellbeing Programme and many more