Executive Assistant

Harbottle & Lewis; Greater London; On-site; GBP 55,000 - 75,000; Full time

Job summary

Harbottle & Lewis is seeking an experienced Executive Assistant to deliver high-level support to the firm's senior leadership, including the Co-Managing Partner and People & Culture Director.

You will manage complex diaries, coordinate meetings and travel, prepare board packs, and act as a trusted liaison across departments. A maternity cover for the Private Client Team is required for up to 12 months.

Qualifications

• Minimum of 5 years’ experience supporting senior executives.
• Strong written and verbal communication skills.
• Excellent organisational abilities with strong attention to detail.
• Proficient with Microsoft Office Suite (Word, PowerPoint, Excel).
• Experience in legal or professional services preferred.
• Ability to handle confidential information with discretion.

Responsibilities

• Manage inboxes and draft or respond on behalf of stakeholders with discretion.
• Highly complex diary management for internal and external meetings including board meetings.
• Prepare agendas, materials, record and distribute minutes, follow up on actions.
• Provide support with board packs and key documents.
• Act as a key point of contact among board members and business services teams.
• Foster collaboration between leadership and departments such as Business Services.
• Handle confidential information with the highest discretion to protect client trust.
• Coordinate schedules across stakeholders and external engagements.
• Arrange travel logistics and accommodations.
• Organise training logistics and meeting room bookings.

Skills

Executive support

Diary management

Communication

Organisational skills

MS Office

Confidentiality

Relationship building

Tools

Legal document management systems

Job description

Reports to: Director of People and Culture, Co-Managing Partner and Senior Partner

Hours: 9.30am – 5.30pm

Flexibility is essential in this role, as you may be required to work outside of the core hours to meet the demands of the leadership team and the business.

The firm

We are a dynamic, multifaceted law firm that provides a wide range of legal services to a creative and entrepreneurial client base. We partner with the big and the small, from cutting edge startups to global corporations, early-stage entrepreneurs to established industry leaders, and household names to private individuals and their family offices. We are renowned for our sector specialisms which we combine with expertise across all the traditional practice areas to provide our clients with tailored solutions that truly add value.

We offer a collegiate, vibrant and supportive environment, a clear path for career progression and a strong platform from which to learn and grow. We look for high performing, committed and innovative people who aren’t afraid to push themselves to be the best they can be. We take an active role in helping our people be at the top of their game. We believe our people make us stand out and we empower them to meet their ambitions. We invest time in developing their skills and knowledge and run several development and training programmes throughout the year, as well as encouraging and supporting personal involvement in other areas of expertise.

The role

As an experienced Executive Assistant, you will deliver excellence in providing high-level support to members of the senior leadership team, including the Co‑Managing Partner, People & Culture Director, and the Senior Partner on Fridays. The role will enable them to perform to the highest levels possible as they deliver in their leadership roles. This role is integral to the smooth operations of the firm’s leadership team, acting as a trusted advisor to the firm’s most senior leaders.

In addition to supporting the leadership team, you will also provide maternity cover for the Private Client Team including 2 Partners, a Managing Associate and 2 Associates for a period of up to 12 months, ensuring continuity and high-quality support during this time.

Key Responsibilities

• Manage inboxes efficiently, prioritising communications and drafting or responding on behalf of stakeholders with utmost discretion and professionalism.
• Highly complex diary management: coordinating and organising internal and external meetings that includes Board meetings management meetings, and firm-wide leadership engagements.
• Prepare agendas, compile relevant materials, record and distribute meeting minutes, and ensure timely follow up on action items.
• Provide support with the preparation of board packs and key documents.
• Act as a key point of contact, liaising with board members and business services teams to ensure alignment and the timely delivery of commitments.
• Serve as a conduit between leadership and various departments such as Business Services, fostering effective communication and collaboration.
• Handle confidential and sensitive information with the highest level of discretion, safeguarding the firm’s reputation and maintaining client trust.
• Coordinate complex schedules across multiple stakeholders and external engagements, ensuring seamless planning and execution.
• Arrange travel logistics, including itineraries and accommodation, ensuring cost-effective and efficient solutions.
• Handle logistics for the firm’s training such as organising meeting room bookings.

Experience & Skills

• Minimum of 5 years’ experience supporting senior executives—preferably within legal or professional services environments.
• Strong written and verbal communication skills.
• Excellent organisational abilities with strong attention to detail.
• Proficient with Microsoft Office Suite (Word, PowerPoint, Excel); familiarity with legal support tools or document management systems is a plus.
• Comfortable dealing with confidential matters and maintaining discretion.
• Adaptable, proactive, and able to thrive under pressure in a fast-paced setting.
• Strong interpersonal skills and ability to build effective working relationships with stakeholders at all levels.