Executive Assistant

Owen Reed is looking for an Executive Assistant for a top law firm in London.

We are working with a highly respected law firm to recruit an experienced Executive Assistant to join their Secretarial Services team. This is a high-level support role providing business-focused executive and administrative support to a small group of Partners in a fast-paced, demanding environment.

The role requires a proactive, highly organised and commercially aware Executive Assistant who can adapt to different working styles and build strong relationships with Partners and clients.

Working hours: 9.30am – 5.30pm (flexibility required)

• Act as a professional, client-service-focused ambassador for Partners internally and externally.

• Take full ownership of complex Partner diaries, proactively managing meetings, appointments and logistics to ensure schedules run smoothly.

• Proactively manage diary conflicts, queries and scheduling clashes.

• Manage Partner inboxes as agreed, drafting emails, forwarding client-critical correspondence and highlighting urgent matters.

• Demonstrate commercial and financial understanding by handling compliance and billing-related matters.

• Take ownership of workload and deadlines, working closely with central support teams to deliver tasks efficiently.

• Coordinate the billing process, organising WIP and financial management meetings and liaising with Client Administrators.

• Support financial and matter management processes, including chasing unpaid bills.

• Build highly effective working relationships with Partners and ensure best working practices are adopted.

• Arrange regular catch-ups with Partners to review priorities, clients and commitments.

• Introduce and implement best practice processes to enhance Partner effectiveness and departmental performance.

• Attend meetings, take minutes and follow up on actions where required.

• Liaise with Marketing and Business Development teams to coordinate BD activities, events, seminars and conferences.

• Arrange complex travel requirements, including flights, accommodation, visas, currency and itinerary planning, ensuring diaries are updated accordingly.

• Confident and professional manner with the ability to build strong relationships with Partners and clients.

• Experience working in a professional services or service-driven environment.

• Excellent communication skills with the ability to interact at all levels.

• Strong organisational, prioritisation and deadline management skills.

• Excellent attention to detail and accuracy.

• Proactive, flexible and able to anticipate issues and provide solutions.

• Strong team player with the ability to reprioritise workloads to support others.

• Enthusiastic, resilient and able to perform well in a busy and demanding environment.

• Diplomatic with good judgement and a positive, committed attitude.

• Motivated, proactive and calm under pressure with a ‘can-do’ approach.

• Advanced Microsoft Office skills.