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

Description:
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

Administration:

• 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

Teamwork:

• 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

Billing:

• 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:
Skills:

• 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