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Owen Reed Legal Recruitment

Executive Assistant - Energy & Natural Resources 

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Owen Reed Legal Recruitment

Executive Assistant - Energy & Natural Resources

Website Owen Reed

Legal’s our bag

Owen Reed are looking to recruit an Executive Assistant to join a top law firm in London.

Department: Operations
Practice Group: Energy & Natural Resources
Working Pattern: Monday-Friday (9.30-5.30) hybrid (3 days office/2 home), flexibility required
Contract Type: 12-month fixed term contract – Maternity cover

Key Responsibilities:
Meetings and Travel Management:

  • Manage fee earners’ calendars and inboxes
  • Arrange conference calls, meetings, video conferences, and catering
  • Coordinate all travel arrangements, including taxis, accommodation, and expense forms
  • Prepare and collate papers ahead of meetings


  • Handle incoming and outgoing mail
  • Monitor and forward/action emails as necessary
  • Establish and maintain effective and accurate filing systems (both hard copy and electronic)
  • Assist in opening new clients and matters (including KYC and AML processes)
  • Utilize all global resource hubs

Customer Service:

  • Handle internal and client calls in a timely, confident, helpful, and polite manner, passing on accurate messages and taking action where necessary
  • Interact professionally with visitors
  • Keep client contact details up to date

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


  • Attend training courses as required
  • Attend EA meetings to stay current with firmwide procedures and issues, adding value to the EA practice
  • Be proactive and helpful to colleagues and other fee earners by providing assistance during busy periods and covering for absences


  • Assist in monitoring the billing process using 3E
  • Prepare bill narratives, financial edits, and draft cost details as required
  • Raise, monitor, and issue appropriate cheques for clients or third parties
  • 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
  • Maintain and update trackers for key clients or projects

Key Skills, Attributes, and Experience:

  • Strong EA skills
  • Excellent communication and interpersonal skills
  • Extensive organizational skills and attention to detail
  • Ability to manage pressure and conflicting demands on time
  • Committed team player
  • Proactive and enthusiastic
  • Commercially aware
  • Interest in Energy & Natural Resources is desirable

Practical Experience/Academic Qualifications:

  • Minimum of 5 GCSEs or equivalent, including English and Maths
  • Minimum of 4 years’ EA experience in a corporate/professional services environment

Office Skills:

  • High proficiency with Microsoft Office, specifically Word and Outlook
  • Good knowledge of PowerPoint and Excel
  • Typing speed of at least 60 wpm
  • Knowledge of iManage and 3E

Career Competencies:

  • Clients/Customers: Provides high quality and timely customer service; acts on ways to add value to the team and firm
  • Innovation & Improvement: Contributes to the team being proactive and helpful to colleagues and other fee earners by providing assistance during busy periods and covering for absences
  • Business Skills: Highly organized and thoughtful in approach to work; demonstrates appropriate workplace behavior; communicates effectively orally and in writing
  • Citizenship: Maintains good relationships with co-workers; addresses own development needs and assists others to develop

Functional Skills:

  • Understands the organizational structure of the firm, including office locations, roles, and responsibilities of key people and firm strategy
  • Utilizes accounting, operational, and administrative applications relevant to area of responsibility
  • Understands legal industry requirements and guidelines relevant to role
  • Can identify and classify legal documents, and organize and file them according to standard firm practice
  • Files documents electronically with third parties
  • Maintains accurate court information regarding local rules and procedures for different courts and jurisdictions serviced
  • Understands basic terminology and transactions of applicable practice area and clients
  • Understands the client engagement process and ensures compliance with time and expense reporting requirements

To apply for this job email your details to

Owen Reed Legal Recruitment

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