Call: 020 7247 9469
Owen Reed Legal Recruitment

Executive Assistant - Disputes and Investigations 

Apply nowOwen Reed Legal Recruitment
Owen Reed Legal Recruitment

Executive Assistant - Disputes and Investigations

Website Owen Reed

Legal’s our bag

Owen Reed is looking to recruit an enthusiastic and professional Executive Assistant to join a top law firm in London.

Work Arrangement: Hybrid

We are recruiting for an experienced Executive Assistant to join the Disputes and Investigations department, based at the firm’s Head Office in London. The role is to work Monday to Friday, 9.30am to 5.30pm (although as with all client-led industries a degree of flexibility is required), alongside a wider team of ten Executive Assistants and three Administrators. Executive Assistant - Permanent The successful candidate will provide professional and client-focused support to a varied allocation of fee earners, undertaking complex tasks and projects, providing transactional support and playing a critical role in managing all routine and daily administrative tasks. This role is an excellent opportunity for someone who is sufficiently experienced to influence stakeholders, build strong working relationships, and is keen to provide an exceptional service working within a challenging and demanding environment.

Key Responsibilities

The key responsibilities of this role are set out below and there may be others which are not listed. You may be required on occasion to work outside our normal working hours of 9:30am to 5:30pm.

  • Act as gatekeeper for all fee earners/managers (e.g. take and share messages, manage expectations of callers, pass queries on to other fee earners/managers on the client team where appropriate).
  • Use initiative to manage email accounts and to develop and maintain systems to promote efficiency.
  • Build strong relationships with, and develop and maintain a comprehensive knowledge of, clients, mandates and projects.
  • Extensive and proactive diary management (to include understanding fee earner/manager preferences, highlighting and rectifying clashes, marking holidays/absences where appropriate, ensuring Outlook invitations are responded to and understanding each fee earner’s/manager’s priorities for the day).
  • Organise internal and external meetings including all ancillary arrangements (e.g. book meeting rooms and refreshments, prepare itineraries, arrange currency and technical support, and proactively prepare any necessary document packs).
  • Arrange all fee-earner business travel via the firm’s Travel Management Company and the online travel portal, to include keeping feeearner travel profiles updated, maintaining up-to-date knowledge and training in relation to the current travel booking policies and procedures, proactively check country specific safety advice and travel news via the firm’s travel insurance provider’s travel resources website, and obtain any relevant travel documents (e.g. Visas or ID cards).
  • Organise and support events and hospitality, to include managing invitations and RSVPs, arranging restaurants/venues and any necessary equipment, supporting the preparation and distribution of name badges, attending events.
  • Attend and contribute to team meetings as required and progress action points as appropriate.
  • Draft, create, amend and format high quality correspondence, engagement letters, documents, agendas, reports, presentations, diagrams and spreadsheets.
  • Transcribe dictation (BigHand).
  • Financial management, to include drafting bills and bill narratives, liaising with the Costs team, ensuring all fee earner time is closed down and up to date, obtaining PO numbers where appropriate and monitoring WIP.
  • Transactional management, to include all fileopening/closing admin, ensuring all activities and duties adhere to risk and compliance requirements. Executive Assistant - Permanent
  • Proactively maintain and update contact information within Outlook and the firm’s Client Relationship Management system (Dynamics).
  • Own and maintain all relevant data, for example in relation to Graduate Recruitment, SRA Renewals, PI renewal, BD events and client relationships, to include creating and maintaining rolling ‘to-do’ lists and prompting fee earners/managers as necessary.
  • Act as change champions and first responders, supporting issues and challenges experienced by fee earners/managers following the introduction of new processes and systems.
  • Build strong relationships with business services teams and maintain effective and efficient use of business support services.
  • General administrative support, e.g. bundling, indexing, time recording, copying, printing and scanning.
  • Identify and facilitate knowledge sharing within peer group and wider team, and provide team support to cover absences and during times of increased workflow.
  • Maintain a comprehensive knowledge of, and ensure compliance with, quality standards, and the firm’s policies in general.
  • Undertake additional ad hoc duties to support the group, as identified by group partners and as necessary.

Candidate Profile

Candidates for this position must have:

  • Advanced knowledge of Microsoft Office Suite (in particular Word, Excel and PowerPoint). This role will demand extensive use of these packages and will also require excellent administrative skills and experience.
  • Excellent audio skills and typing speeds.
  • Excellent attention to detail and use of grammar.
  • Excellent interpersonal and communication skills and the ability to work well within a team/be a strong team-player, and to interact at all levels.
  • The ability to build strong relationships with internal and external clients.
  • Commercial and financial acumen and a solution-focused attitude.
  • Accuracy and pride in their work product.
  • A collaborative attitude and be supportive of the business and its initiatives, plus a willingness to get to grips with new technology, taking the training opportunities provided by the firm.
  • The ability to confidently manage and prioritise a varied workflow, and to remain proactive and flexible at all times.
  • The ability to anticipate and identify potential problems and provide innovative solutions.
  • Excellent organisational skills, with the ability to multi-task, keep calm under pressure and work to tight deadlines.
  • Experience of working in a diverse team whilst fostering an inclusive team culture.
  • An adaptable nature and be open to change, with a willingness and confidence to make suggestions for change where appropriate.
  • A high level of professionalism and integrity; displaying the highest standard of professional ethics. Executive Assistant - Permanent You will also be expected to display the attributes set out under the firm’s Key Behaviours for Business Services staff for this level of role. Below are the most relevant for this role:
  • Technical & professional expertise;
  • Service excellence;
  • Drive to deliver;
  • Analysis & judgement;
  • Communication & influence;
  • Working with others;
  • Leading & managing people;
  • Resilience.

Business Services Development

We offer a variety of learning and development opportunities to members of our Business Services team, including sessions open to everyone on topics ranging from personal impact and resilience to written communication. We also run a series of development programmes for supervisors and managers, as well as various bespoke team and one-to-one sessions. Firm-wide talks and events We hold general interest sessions throughout the year, which are open to everyone at the firm. Recent topics have included mental health and wellbeing, mobile phone security and artificial intelligence. Our Network of Networks The firm has eight diversity networks run by employees and supported by partners. Collectively, we form a Network of Networks, and our aim is to foster a spirit of inclusion, both amongst the networks and the firm more widely. We work collaboratively to create a more open minded and inclusive work environment. We strive to make people feel comfortable about bringing their authentic selves to work. Each network offers an informal support mechanism for employees with shared backgrounds, perspectives or interests and hosts a number of exciting formal and informal events throughout the year, which are open to everyone. They are a wonderful way to meet new people in the firm, as well as to celebrate difference and learn about a variety of experiences and perspectives.

To apply for this job email your details to

Owen Reed Legal Recruitment

Upload your CV

Google reviews

  • I used Saniha and she was absolutely great! So friendly and helpful!

    Jessica Bellamy Avatar Jessica Bellamy
    July 17, 2023

    I am extremely appreciative of the Owen Reed recruitment consultants, but Saniha in particular for being the amazing person she is! Saniha put forth a lot of effort to help me land my brand-new exciting role. Throughout the entire process, she was consistent in her communication, really detailed in her advice and super supportive! The reason Owen Reed are the top recruiters in London is rather obvious. I want to express gratitude to Saniha once more for all of her assistance and support. Without her, I would not have been able to secure this exciting new position. I would 100% recommend Owen Reed to any of my friends or family who are seeking a new legal position! :)

    Olivia Desuza-Bates Avatar Olivia Desuza-Bates
    July 16, 2023

    I received first a call from Rachel who asked me what type of job I was looking for. Later on she sent me an application form and she added my cv on their system. On 12 April Isabella sent me a job application by email and I applied for an Admin Assistant role. Isabella was brilliant and so professional. She was my first point of contact, advising me all the way through. Archie also help me on my interview questions. I finally got the job. A big thank you for the team who were I will say the best recruitment agency. They are real people doing a job they like and they know inside out. On my first day at work, she called me to know how I was. Well done. Amazing agency!

    Zahia Avatar Zahia
    July 2, 2023

    I had such a great experience with Archie she was incredibly helpful and get me updated throughout my time with Owen Reed, I am incredibly thankful for her, for helping me to get my permanent full time job. Thank you

    Rebecca Godfrey Avatar Rebecca Godfrey
    June 23, 2023
  • A massive thank you to Archie who was amazing - she was so helpful from start to finish and the prep before the interview was just what I needed. Thank you so much ..

    Savita Gopal Avatar Savita Gopal
    May 23, 2023

    Saniha secured me a role and she went the extra mile. Was extremely friendly, supportive and did not treat me like just a number. I was very satisfied with their help and would highly recommend.

    Naomi Ade Avatar Naomi Ade
    May 23, 2023

    I received exceptionally professional and sterling service from Owen Reed. Isabela and Archie were especially instrumental in securing me a new role within just 4 short weeks! They proactively guided and supported me with job ideas, interview preparation and feedback. They have been a joy to liaise with and I greatly appreciate their time and efforts. I thoroughly recommend them.

    Simone Ankle Avatar Simone Ankle
    May 23, 2023

    “I would highly recommend recruitment Owen Reed. Fantastic professional service very quick response to my application and they updating me with every stage of the process. Especially Archie she was amazing helpful I was received full support from Archie. Everyone is very friendly professional in the office. I am just about to start a great new role thanks to their fantastic services.” “I would highly recommend Owen Reed to all my family and friends. Owen Reed the best recruitment ever ! Thank you Archie and Isabela

    Magdalena P Avatar Magdalena P
    May 23, 2023
  • I've known Archie for 18 months now. In one word, she is phenomenal! Not only is Archie a go-getter, she is full of energy and enthusiasm and she will go all out for you. She is also very caring and I always felt in good hands from start to finish. Archie has placed me in a job and I'm super excited to see where that takes me. This is my opportunity of publicly saying: "Archie, you are amazing - thank you so much for your dedication and your hard work". Kindest regards, Francoise

    Francoise Liship Avatar Francoise Liship
    April 23, 2023

    I am so grateful to the Owen Reed recruitment consultants but especially to Archana Somasegaran for being the incredible person she is! Archie worked so hard to help me secure my new and exciting role with and incredible Law firm in London. She was consistent with her communication and specific with her tips throughout the entire process. I would like to reiterate, it has been less than a month since I joined Owen Reed and within 2 or 3 days of talking with Archie, I have been hired for this amazing new role. It is quite clear why Owen Reed are the best recruiters in London! Once more, I would like to thank Archie for her incredible help and support. I couldn’t have done it without her. I wouldn’t hesitate to recommend Owen Reed to any of my friends and family looking for a legal role!

    Esther Olukoga Avatar Esther Olukoga
    April 23, 2023

    A massive thank you to Archie!!! Talk about someone who is constantly fighting your corner and is genuinely invested in finding that perfect role. Archie made me feel like I was her most important candidate, coaching me for interviews and building up my confidence as she constantly demonstrated her absolute belief in me. Archie you haven’t been at OR that long but I think they have found a great asset in you. I have formed a great bond with you. You are so easy to talk to and made me feel comfortable and confident at all times. Archie I can’t thank you enough for your support and help in landing me my perfect role!!!! I 100 million percentage recommend you to anyone who is out there wondering what their next role will be

    Vanessa Stewart Avatar Vanessa Stewart
    April 23, 2023

    Just wanted to say a Massive thank you to Archie(ana) she has supported me in finally getting my dream job!!She walked me through the entire process ,even spent time extra time ensuring i was interview ready.I will forever be grateful to her and the entire team at Owen Reed.

    Alice Lubinga Avatar Alice Lubinga
    April 23, 2023
  • A big thank you to the fantastic team at Owen Reed for helping me to secure a new role recently. I have been dealing with Anna, Archie and Rachel and they have all been so supportive, friendly and helpful, particularly around interview prep and understanding the roles I was put forward for. Would definitely recommend!! Thank you!

    Troy Connors Avatar Troy Connors
    March 23, 2023

    I've used Owen Reed successfully in the past, and again very recently, leading to being offered a new role in the space of a couple of weeks. Archie helped find my latest role and I cannot thank her enough! Archie is very friendly and her enthusiasm in wanting to help find your ideal role is really encouraging and helps boost your confidence throughout the process. She is very supportive and listened to exactly what I wanted, found exactly that, and assisted thoroughly with interview preparation etc. Thank you so much Archie!! :)

    Megan Avatar Megan
    March 23, 2023

    Great service from Owen Reed team. Rachel and Archie were very helpful and eventually helped me to get the right role quite quickly. Great communication and effort from everyone here.

    Aurea Romain Avatar Aurea Romain
    March 23, 2023

    I cannot thank Archie enough! She was amazing and was there for me every step of the way, with guidance, confidence boosting and also caring and understanding, she pushed me to believe in myself more and her interview prep and tips were invaluable! She found me a new role within 3 weeks! Archie even called me on the morning of starting my new role to wish me luck, she truly has the personal touch. Thanks Archie, you are a superstar!

    Sarah Keating Avatar Sarah Keating
    March 23, 2023