Executive Assistantâ Marine, Trade and Offshore

Stephenson Harwood LLP; Dubai; Hybrid; AED 60,000 - 120,000; Full time

Job summary

A leading law firm, Stephenson Harwood LLP, is seeking an Executive Assistant to provide administrative and client management support. The candidate will manage diaries, maintain client relationships, and handle financial processes. This role demands excellent organizational skills, confidentiality, and the ability to thrive in a fast-paced environment. A competitive salary and family-friendly policies are offered alongside flexible working arrangements.

Benefits

Life assurance

Private health care

Dental care

Flexible benefits

Support for charity through volunteering leave

Wellbeing strategy support

Qualifications

• Relevant experience preferably in a law firm is required.
• Strong organizational skills and a collaborative attitude are essential.

Responsibilities

• Manage fee earner diaries and coordinate appointments across time zones.
• Build strong client relationships and support marketing activities.
• Ensure compliance and manage billing processes effectively.

Skills

Advanced MS Office skills

Confidentiality

Professional manner

Excellent communication

Collaborative attitude

Adaptability

Strong organizational skills

Problem-solving ability

Education

Excellent academic background

Job description

What we will offer

If you require this document in an accessible format (e.g., large print), please contact us or call.

We will offer you a place where you can be yourself, with no limits on what you can achieve. Join an ambitious firm with a clear strategy for profitable growth, where early responsibility is encouraged. Expect a competitive and fair reward, recognition based on performance, and an internal promise known as The Deal between the firm and its employees.

You can expect:

• A competitive salary and family-friendly policies
• Life assurance, private health, and dental care for you and your family
• A range of flexible benefits, including retail vouchers
• Support for charity through volunteering leave
• A wellbeing strategy focusing on physical, emotional, financial, and social health, with tools and support for physical or mental difficulties
• Most roles are hybrid, offering both office and remote work. We are happy to discuss flexible arrangements during the application process.

Team Structure

This role is for a proactive and highly competent Executive Assistant (EA) who will operate successfully in a fast-paced environment. The ability to collaborate with fee earners and clients, provide professional support, and build effective relationships is key.

Responsibilities include undertaking complex tasks, providing transactional support, and managing routine administrative duties. A flexible, adaptable attitude, ownership, and support for change are essential.

Main Responsibilities

Administrative
Manage fee earner diaries with discretion, coordinating appointments, conferences, and meetings across time zones and offices using various IT tools.

Develop and maintain a file management system for electronic and hard copy documents, adhering to naming conventions and policies.

Coordinate with fee earners to prioritize work, prepare meeting materials, follow up on actions, and ensure proper documentation.

Arrange travel, visas, accommodation, and itineraries, complying with the firm's travel policy. Support global visitors.

Handle photocopying, printing, scanning, organizing post, and couriers. Ensure partner PDPRs are current.

Client Relationship Management
Build strong relationships with clients and internal teams. Support marketing activities, research, and event coordination. Maintain the client relationship management system and contribute to team meetings.

Financial
Ensure onboarding processes are complete, produce compliance documents, participate in WIP and credit control meetings, and manage billing processes. Assist fee earners with financial queries and ensure accurate processing of disbursements and client payments. Conduct client audits and maintain expense and contact reports.

Communication
Act as gatekeeper for fee earners, managing messages, and handling emails and post efficiently. Draft correspondence, engagement letters, and documents.

Document and File Management
Delegate document production, ensure proper filing within iManage, and undertake regular records management and file reviews.

Additional Responsibilities
Identify and own responsibilities, drive processes, support colleagues, facilitate knowledge sharing, mentor junior staff, and suggest improvements. Maintain knowledge of practice areas, key matters, and business issues.

Most roles are hybrid, with flexibility discussed during the application process.

Attributes/Skills Required

Excellent academic background, relevant experience (preferably in a law firm), advanced MS Office skills, commercial and financial acumen, confidentiality, professional manner, excellent communication, collaborative attitude, adaptability, strong organizational skills, reliability, and problem-solving ability.

This job description is indicative and not exhaustive. The firm reserves the right to modify responsibilities as needed.

About the Firm

With 8 offices worldwide, Stephenson Harwood is committed to client success across various sectors, combining local insight with international capability. We value diversity and encourage applications from underrepresented groups.

Our values include Individuality, Commitment, Teamwork, and Straight Talking, which guide our behaviors and decisions.

Our vision for 2026 is to be a successful, entrepreneurial firm with talented people building long-term client relationships. We focus on core sectors like energy transition, life sciences, private capital, technology, and trade to drive growth.