Executive Assistant

Owen Reed Ltd; Greater London; On-site; GBP 35,000 - 50,000; Full time

Job summary

A leading law firm is seeking a highly skilled Executive Assistant to support its Partners within the Dispute Resolution department. This role demands a proactive individual who can manage complex diaries, coordinate billing processes, and deliver superior client-focused support. Ideal candidates will possess excellent communication skills, strong organizational abilities, and advanced Microsoft Office knowledge. A competitive salary and a dynamic work environment await the right candidate.

Qualifications

• Experience in a professional, service-driven environment is essential.
• Ability to manage complex diaries and schedules.
• Strong commercial awareness, especially in compliance and billing.

Responsibilities

• Act as an ambassador for Partners, managing diaries and schedules.
• Resolve diary conflicts and manage inboxes.
• Coordinate billing processes and oversee financial matters.

Skills

Confident and professional manner

Excellent communication skills

Organisational skills

Attention to detail

Advanced Microsoft Office skills

Flexible and proactive

Strong team player

Job description

Owen Reed is looking to recruit a highly skilled and proactive Executive Assistant to support a group of Partners within the Dispute Resolution department of a leading law firm. This role requires a confident, professional, and resilient individual who can operate effectively in a fast-paced environment, delivering client-focused secretarial and administrative support at the highest standard.

Key Responsibilities

• Act as a professional and client-service focused ambassador for Partners, both internally and externally.

• Take full ownership of complex diaries, managing all appointments, meetings, and logistics to ensure schedules run seamlessly and Partners are fully prepared.

• Proactively resolve diary conflicts and handle related queries with sound judgment.

• Manage inboxes (as agreed with each Partner), drafting and responding to emails, forwarding critical client communications to relevant colleagues, and ensuring urgent matters are actioned promptly.

• Demonstrate strong commercial awareness by managing complex compliance and billing matters.

• Take responsibility for workload management, balancing deadlines with business needs and collaborating with central support teams for efficient delivery.

• Coordinate the billing process, including organising WIP and financial management meetings, liaising with the wider department and Client Administrators to ensure deadlines are met.

• Oversee financial and matter management processes, such as monitoring and chasing unpaid bills.

• Build strong, effective working relationships with Partners, establishing good practices and ensuring priorities are well understood and managed.

• Schedule regular check-ins with Partners to review diaries and commitments, ensuring client and business priorities are aligned.

• Introduce and implement best practice procedures to enhance Partner efficiency and departmental performance.

• Attend meetings, take accurate minutes, and follow up on actions to ensure timely completion.

• Work closely with the Marketing & Business Development team to coordinate BD activities, including organising events, seminars, and conferences.

• Arrange complex travel itineraries, including transport, accommodation, visas, and currency, while managing diaries to reflect all arrangements accurately.

Skills & Attributes Required

• Confident and professional manner, with the ability to build strong relationships with Partners and clients.

• Thorough understanding of working in a professional, service-driven environment.

• Excellent communication skills, with the ability to engage at all levels.

• Strong organisational, prioritisation, and time-management skills.

• Exceptional attention to detail.

• Flexible and proactive, with the ability to adapt to changing demands.

• Anticipates and resolves potential problems with innovative solutions.

• A strong team player, willing to reprioritise workloads to support others.

• Enthusiastic and resilient, with the ability to thrive in a demanding role.

• Diplomatic, with sound judgment.

• Motivated and proactive, with a strong “can-do” approach.

• Calm and efficient under pressure.

• Advanced Microsoft Office skills.