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

Role Title: Executive Assistant
Department: Operations
Practice Group: GRE (Global Regulatory Enforcement) / Corporate
Reporting to: EA Team Leader
Working Pattern: Monday-Friday (9.30-5.30), hybrid (3 days office/2 home) with flexibility required
Contract Type: Permanent

DESCRIPTION

Key Responsibilities

Meetings and Travel Management

1. Manage fee earner’s calendars.
2. Arrange conference calls, meetings, VCs, and catering.
3. Coordinate travel arrangements, including taxis, accommodation, and expense forms. Note: The partner typically books flights directly with the firm’s US travel agents.
4. Prepare and collate papers ahead of meetings.

Administration

1. Handle incoming and outgoing mail.
2. Monitor emails promptly, forwarding and acting as necessary.
3. Establish and maintain effective and accurate filing systems (both hard copy and electronic).
4. Assist in opening new clients and matters, including KYC and AML processes. Note: There is a significant amount of matter openings.
5. Utilize all global resource hubs.
6. Involvement in copyright, gaming, AI, and contract work.

Customer Service

1. Handle internal and client calls timely, confidently, and politely, passing on accurate messages promptly and taking necessary actions.
2. Greet visitors confidently and professionally.
3. Keep client contact details up to date.
4. Maintain discretion, supporting a member of the Firm’s Executive Committee.

KEY SKILLS, ATTRIBUTES, AND EXPERIENCE

Skills

1. Strong EA skills.
2. Excellent communication and interpersonal skills.
3. Extensive organizational skills and attention to detail.
4. Ability to manage pressure and conflicting time demands.
5. A committed team player, proactive, and enthusiastic.
6. Initiative-driven, able to problem-solve and make independent decisions.
7. Commercial awareness.

Practical Experience/Academic Qualifications

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

Office Skills

1. High proficiency with Microsoft Office, specifically Word, Outlook, PowerPoint, and Excel.
2. Typing speed of at least 60 wpm.
3. Knowledge of iManage and 3E.

Career Competencies

Clients/Customers

1. Customer Service: Provides high-quality and timely customer service.
2. Innovation & Improvement: Acts on ways to add value to the team and Firm.

Document Production & Technical Skills

1. Produce, format, and edit legal documents efficiently and accurately from digital dictation, hard copy, and audio.
2. Prepare PowerPoint presentations and Excel spreadsheets.
3. Draft simple correspondence.
4. Undertake photocopying, scanning, and faxing.

Teamwork

1. Attend training courses and EA meetings as required.
2. Stay updated with firmwide procedures, current issues, and add value to the EA practice.
3. Contribute to the team’s proactivity and helpfulness by assisting during busy periods and covering for colleagues in their absence.
4. Manage and prioritize work effectively.

Billing

1. Assist in monitoring the billing process using 3E.
2. Help in preparing bill narratives and drafting cost details.
3. Raise, monitor, and issue cheques for clients or third parties.
4. Record time for fee earners in their absence or as required.
5. Communicate with clients and/or outside co-counsel on fees, invoices, and ad hoc queries.
6. Maintain records of client-specific rates and billing requirements.
7. Update trackers for key clients or projects if required.

Business Skills

1. Thinking & Planning: Highly organized and thoughtful in approach to work.
2. Judgement & Professionalism: Demonstrates appropriate workplace behavior.
3. Communication: Effectively communicates orally and in writing.

Citizenship

Teamwork & Collaboration

1. Maintain good relationships with co-workers.
2. Address own development needs and assist others to develop.

Functional Skills

1. Understand the organizational structure of the Firm, including office locations, roles, responsibilities, and firm strategy.
2. Utilize accounting, operational, and administrative applications relevant to the area of responsibility.
3. Understand legal industry requirements and guidelines relevant to the role.
4. Identify and classify legal documents, organizing and filing them according to standard firm practice.
5. File documents electronically with third parties.
6. Maintain accurate court information regarding local rules and procedures for different courts and jurisdictions serviced.
7. Understand basic terminology and transactions of applicable practice areas and clients.
8. Understand the client engagement process and ensure compliance with time and expense reporting requirements.