Full job descriptionThis role provides comprehensive Executive Assistant services to the local team. To succeed in the role, you will work closely with Team Leaders and Regional Executive Services Managers and utilise the internal resources available to you including the Document Production team, Administrative Assistants and Business Services.
Given the challenges of this role, it is likely that your background and experience will include having spent some time working in a professional services environment. You may additionally have experience of providing executive services level support to lawyers or similar professionals. You will be a natural organiser who thrives in a role that requires multi-tasking and working with a variety of people across the business.
The role additionally requires someone who:
*will manage multiple lawyers and delegate where appropriate using the support teams available;
*is confident in setting and prioritising their own work agenda;
*is organised and methodical in how they approach their work;
*has good written as well as verbal communication skills;
*has excellent attention to detail, communicates effectively and works well within a team;
*is confident and able to build sustainable relationships with internal and external clients; and
*is willing to take on new responsibilities and challenges, whilst remaining resilient.
Key Responsibilities;
*Manage and attend team and project meetings, taking minutes where required, preparing meeting arrangements including booking travel (this may include overseas travel), rooms, catering, accommodation, desks, equipment and updating internal business development calendars;
*Plan, arrange and attend events including liaising with business support teams and updating attendee lists or reports;
*Engage in networking in order to build relationships and raise the business profile, to include use of external media platforms such as LinkedIn, etc;
*Manage email bounce backs, processing feedback forms and logging referrals and activities;
*Support lawyers with legal directory submissions and updating lawyer biography/CVs and sector pages; and
*Assist with updates and newsletters to clients, including adding to mailing lists.
*Run client financial reports;
*Use our digital technology to update and manage in-house data systems such as Collaborate, Volume Control and Dialogue;
*Hold regular financial housekeeping meetings with lawyers, printing billing guides and preparing breakdown of costs and liaising with the finance team;
*Raise draft proformas;
*Help prepare and despatch client invoices with covering correspondence;
*Liaise with counsel and experts regarding fee notes and outstanding bills;
*Deal with general day to day client and finance queries;
*Prepare finance forms including generating purchase orders;
*Uupdate internal reporting systems;
*Manage standard annual rate review letters and terms of business;
*Complete timesheet input for sickness/holidays/own time where appropriate; and
*Manage lawyer/business support expense claims.
*Prioritise tasks effectively, including managing emails, monitoring inboxes, meeting deadlines, progressing instructions, providing regular updates and managing expectations;
*Communicate effectively with lawyers and internal support teams, such as Business Support, Administrative Assistants and
The package As you would expect, the firm offers a generous salary and benefits. Benefits include:
*Staff Bonus
Generous pension including the option to salary sacrifice
*Five weeks’ annual leave and the option to buy or sell a week each year
*An extra day of leave for wedding/civil partnerships, religious holidays and house moving
*A bonus week of leave every 11th year of continuous service
*Enhanced family forming pay. Up to 4 weeks for paternity leave and up to 26 weeks for adoption, maternity or shared parental pay.
*Income protection after two years’ service
*Life assurance with the choice of covering between two and 10 times annual basic salary
Confidential employee assistance programme