Executive Assistant

AJ Chambers ®; City Of London; On-site; GBP 30,000 - 45,000; Full time

Job summary

A well-established law firm in London is seeking a proactive and organized Executive Assistant on a 12-month FTC. The role involves managing complex diaries, organizing meetings and travel arrangements, and providing administrative support to partners. Ideal candidates will have proven experience as a Legal PA, strong IT skills, and excellent communication abilities. The firm offers a supportive environment where teamwork and high-quality service are paramount.

Qualifications

• Proven experience as a Legal PA in relevant departments.
• Strong IT skills with advanced Microsoft Office knowledge.
• Excellent verbal and written communication abilities.

Responsibilities

• Manage complex diaries and schedules for partners.
• Organise meetings, conference calls, and travel itineraries.
• Handle administrative tasks and open/close client files.
• Support client relationship management and CRM updates.
• Review documents and assist with billing processes.

Skills

Legal PA experience

IT skills (Word, Outlook, Excel, PowerPoint)

Communication skills

Attention to detail

Organisational skills

Ability to meet deadlines

Initiative

Professional demeanor

Team player

Job description

AJ Chambers is partnered with a well‑established law firm based in the City of London recruiting for an EA on a 12 month FTC.

The primary purpose is to help Partners maximise their time spent on client and business development activities by efficiently managing their day‑to‑day workload and providing proactive support.

Responsibilities

Administrative Support

• Manage complex diaries and schedules, ensuring all appointments are up to date and fee earners are well‑prepared.
• Arrange meetings and conference calls, including room bookings, refreshments, and logistics.
• Organise detailed travel itineraries and accommodation arrangements, ensuring all bookings and related documentation are accurate.
• Handle general administrative tasks such as photocopying, printing, filing, archiving, and document distribution.
• Open and close client files in accordance with firm procedures, ensuring proper record‑keeping.
• Use efficient systems and reminders to ensure all short‑ and long‑term tasks are completed within set timeframes.

Communication

• Handle incoming telephone calls and correspondence, responding or redirecting as appropriate.
• Monitor and prioritise emails and post, ensuring urgent matters are dealt with promptly.
• Liaise with internal teams and departments on behalf of fee earners.
• Coordinate cover during absences and communicate changes to the relevant team members.

Client Relationship Management

• Support the client care process and maintain up‑to‑date records on the firm’s CRM system.
• Manage and update client contact details and other relevant data.
• Handle basic client queries and administrative requests, especially for key clients.
• Arrange and coordinate client meetings.

Document Production

• Review and proofread documents, correspondence, and reports for accuracy and presentation.
• Draft and type short or confidential correspondence when required.
• Create and maintain Excel spreadsheets and other working documents.
• Assist fee earners with time recording and ensure all entries are completed daily.
• Support billing and credit control processes by preparing reports and liaising with accounts.
• Request and process payments, cheques, and bank transfers as needed.

Team Support

• Provide assistance to other PAs and team members as required, particularly during busy periods.
• Answer calls for absent colleagues and take messages as necessary.
• Participate in the departmental lunchtime telephone rota.
• Work collaboratively with colleagues across the firm’s departments and business support teams.
• Carry out any other reasonable duties as requested by management.

Skills and Experience

• Proven experience as a Legal PA, ideally within a Tax, Corporate, Tech or Private Equity department.
• Strong IT skills with advanced knowledge of Microsoft Word, Outlook, Excel, and PowerPoint.
• Excellent written and verbal communication skills.
• High level of accuracy and attention to detail.
• Strong organisational skills and ability to manage multiple priorities effectively.
• Calm and efficient under pressure, with the ability to meet tight deadlines.
• Proactive, dependable, and able to take initiative.
• Professional, approachable, and confident in dealing with colleagues and clients.
• Team player with a flexible attitude and a commitment to providing high‑quality support.

For more information, please apply directly or contact Jess at AJ Chambers.