Description
We are seeking an Executive Assistant to provide administrative support to fee earners in our US practices.
The Executive Assistant will be responsible for ensuring that core tasks such as calendar management, travel arrangements, expenses, editing documents, and answering telephones are managed on behalf of stakeholders.
Key Responsibilities and Deliverables
- Client Engagement:
- Manage complex calendars, ensuring comprehensive knowledge of fee-earners' workload and current clients
- Liaise with clients and their support assistants
- Act as a point of contact for fee earners, offering assistance and demonstrating an ability to obtain key information
- Proactive diary management, including coordinating and arranging meetings
- Document production, including preparing correspondence and amending documents
- Communication:
- Communicate confidently and effectively in a professional manner at all times
- Initiate communication on a daily basis with fee earners to ensure a high level of awareness of current priorities and support required
- Communicate and share knowledge with team and proactively communicate with line manager on issues of workload and any other difficulties
- Team Support:
- Support the fostering of a collaborative team environment by providing support when covering for colleagues and willingly offering assistance
- Ensure telephones are covered and answered promptly and professionally at all times
- Understand and contribute towards team objectives
- Work flexibly and outside core hours as and when the need arises to meet deadlines and complete tasks
- Financial Management:
- Support fee earners in adhering to the firm's risk and compliance by tracking and uploading engagement letters/emails and ensuring time recording is completed to meet deadlines
- Assist with the billing process by developing a knowledge of billing procedures, edit bill narratives, prepare client bills, and liaising with Revenue Controllers on behalf of the fee-earner as required
- Handle expense management on behalf of fee earners, submitting claims on a weekly basis
- Business Development:
- Maintain a good knowledge of key clients and awareness of the firm's and of their fee earners' strategic objectives
- Maintain a good understanding of K/BD resources and best practices
- Manage contacts in Outlook and Connect for fee earners and assist in client development outreach
- Assist fee earners and MBD department with the production of marketing, including production of pitches, client presentations and maintaining up-to-date CVs
Key Requirements
- Associate's degree/Bachelor's degree
- 3-5 years of experience in the legal or professional services industry, including partner support
- Advanced technical skills and excellent knowledge of Microsoft Office, including Word, PowerPoint, Outlook, and Excel
Competencies
- Excellent communication skills, both written and oral
- Excellent organisational skills and attention to detail
- Excellent interpersonal skills with the ability to build relationships with key stakeholders and clients
- Ability to demonstrate absolute discretion with sensitive and confidential information
- Independent self-starter able to problem-solve and take full ownership of assigned tasks
- An enthusiastic and committed approach, whilst remaining flexible and proactive at all times