Executive Assistant

What We Will Offer

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We will offer you a place where you can be yourself and where there are no limits on what you can achieve. With us, you can take ownership of your career and have honest conversations throughout. You would join an ambitious firm with a clear strategy for profitable growth where you can gain early responsibility and early involvement in growing the business.

Here you can expect a competitive and fair reward as well as recognition based on all round performance. This forms part of our internal promise to you, The Deal, between the firm and its employees.

• A competitive salary and a host of family friendly policies
• Life assurance, private health and dental care for you and your immediate family
• A range of flexible benefits including retail vouchers
• We support the causes you care about, by giving you one day per year off to volunteer with any charity that you are involved with outside of work.
• A wellbeing strategy that focuses on preventative measures to maintain overall health, and tools and support for when our people experience physical or mental difficulties. The strategy focuses on four pillars: physical, emotional, financial and social aspects.
• Most of our roles are hybrid, meaning that colleagues benefit from working in our office and remotely. We are happy to discuss this and other flexible working arrangements with you as part of the application and interview process.

This role requires a proactive, highly capable Executive Assistant who thrives in a fast paced environment. You will support fee earners and clients, manage complex and varied tasks, and play a key role in ensuring efficient day to day operations. The position demands strong ownership, adaptability and a collaborative mindset.

Manage complex diaries across multiple time zones, anticipating scheduling challenges, coordinating multiple stakeholders and ensuring meetings run seamlessly.

Maintain organised electronic and hard copy filing systems, consistently applying naming conventions to ensure documents are stored securely and can be easily retrieved.

Coordinate and prioritise workloads with fee earners, using commercial awareness to understand upcoming deadlines and redistribute tasks where needed.

Prepare and collate meeting materials, ensuring all documents are complete, circulated in good time and supported by clear action tracking and follow up.

Arrange international travel, visas and itineraries, ensuring all bookings comply with the Travel Policy and support fast changing schedules.

Coordinate logistics for global visitors, including room bookings, access requirements and supporting documentation to ensure a smooth experience.

Manage photocopying, printing, scanning and courier requirements, ensuring all physical and digital materials are delivered accurately and on time.

Support partners in maintaining up to date PDPRs, ensuring documentation is accurate and aligns with practice area priorities.

Build strong relationships with internal and external clients, developing a working knowledge of their teams and priorities to support effective service delivery.

Support marketing activities, including conducting research, preparing pitch materials and assisting with presentation development for business growth.

Assist business development initiatives, coordinating events, supporting directory submissions and ensuring tasks are delegated and completed.

Maintain and update the CRM system, ensuring client information is accurate, timely and fully actioned to support relationship-building efforts.

Participate in team meetings, taking clear notes, tracking actions and ensuring agreed tasks are progressed within relevant time frames.

Oversee the onboarding of new clients and matters, ensuring compliance requirements are met and documentation is completed accurately and promptly.

Prepare compliance documentation, including engagement letters and relevant forms, ensuring they meet firm standards and are circulated appropriately.

Attend WIP and credit control meetings, actively participating and ensuring actions are completed within agreed timelines.

Review WIP reports, identifying priority matters for billing and raising potential write offs, debtor issues or credits with fee earners.

Coordinate partner billing processes, gathering disbursements, generating prebills, completing checklists and ensuring all billing stages are accurately completed.

Prepare and dispatch invoices, ensuring they are issued promptly and uploaded to the delivered bills system.

Use Aderant to support fee earners, responding to financial queries and producing tailored reports when required.

Process disbursements and client payments, completing all necessary checks and ensuring accurate financial record keeping.

Support client audits, producing draft materials and ensuring documentation is collated and…