Executive Assistant

Reed Smith LLP.; Greater London; On-site; GBP 32,000 - 42,000; Full time

Job summary

Reed Smith LLP in London is seeking an experienced Executive Assistant to support the billing function and provide high‑level administration across the firm. You will manage invoices, tracking payments, and prepare cost details for client matters.

The role requires excellent communication, strong organisational skills, and the ability to handle multiple priorities in a fast‑paced legal environment. On‑site work with training and team collaboration is expected.

Qualifications

• Minimum of GCSEs including English and Maths or equivalent.

Responsibilities

• Handle billing tasks: generate invoices, track payments, and maintain financial records.

Skills

EA skills

Communication

Organisation

Problem solving

Independent work

Proactive

Team player

Client service

Education

GCSEs incl English & Maths

EA experience in professional services

Tools

iManage

3E

Docusign

Orbital Witness

Searchflow

Land Registry Direct

Microsoft Office

Job description

Key responsibilities

• Responsible for a variety of billing-related tasks, including generating and sending invoices, tracking payments, and managing financial records.
• Assist in monitoring the billing process as required using 3E
• Assist in preparation of bill narratives and draft cost details as required
• Raise, monitor and issue appropriate cheques for clients or third parties as required
• Record time for fee earners in their absence or as required
• Communicating with clients and/or outside co-counsel on fees, invoices and ad hoc queries
• Maintaining record of client specific rates and billing requirements
• If required, maintaining and updating trackers for key clients or projects
• Manage fee earner's calendars
• Arrange conference calls, meetings, VCs, catering
• Coordinate some travel arrangements, including taxis, accommodation and expense forms as appropriate. Unusually, this partner books most flights herself using the firm's travel agents in the US.
• Processing expenses.
• Prepare and collate papers ahead of meetings

Administration

• Deal with incoming and outgoing mail
• Monitor emails promptly as required and forward/action as necessary
• Establish and maintain effective and accurate filing systems (both hard copy and electronic)
• Assist in opening new clients and matters (including KYC and AML processes) as required.
• Utilise all global resource hubs

Customer Service

• Deal with internal and client calls in a timely, confident, helpful and polite manner, passing on accurate messages promptly and actioning where necessary
• Deal with visitors in a confident and professional manner
• Keep client contact details as up to date as possible

Teamwork

• Attend training courses as required
• Attend EA meetings as required to keep up to date with firmwide procedures, current issues and add value to the EA practice
• Contribute to the team being proactive and helpful to colleagues and other fee earners by providing assistance during busy periods and covering for other fee earners in colleague's absence
• Effectively manage and prioritise work

Document production & technical skills

• Produce, format and edit legal documents efficiently and accurately sourced through digital dictation, hard copy and audio
• Prepare PowerPoint presentations and Excel spreadsheets
• Draft simple correspondence
• Undertake photocopying, scanning and faxing KEY S K ILLS, A T T R IB UT E S AND E X P E R I ENCE :

Skills

• Strong EA skills
• Excellent communication and interpersonal skills
• Extensive organisational skills and attention to detail
• Able to manage pressure and conflicting demands on time
• A committed team player
• Proactive and enthusiastic
• Able to use initiative and problem solve
• Able to work and make decisions independently
• Commercially aware
• Able to set up and manage data sites
• Able to use Land Registry Direct
• Able to use Searchflow and manage the process of obtaining searches from start to finish
• Able to manage the process of deeds scheduling and storage
• Docusign
• Knowledge of Orbital Witness (although not essential)

Practical Experience/Academic Qualifications

Minimum of 5 GCSEs or equivalent including English and Maths and/or a minimum of 3 years' EA experience in a corporate/professional services environment

Office skills

Extremely high level of proficiency with Microsoft Office specifically:

• Word and Outlook
• Good knowledge of Powerpoint and Excel
• Typing speed of at least 60 wpm
• Knowledge of iManage and 3E

Functional skills

• Ability to understand the organizational structure of the Firm including office locations, roles and responsibilities of key people and firm strategy
• Able to utilise accounting, operational and administrative applications as relevant to area of responsibility
• Able to understands legal industry requirements and guidelines as relevant to role
• Can identify and classify legal documents, and organise and file them according to standard firm practice
• Able to files documents electronically with third parties
• Ability to maintain accurate court information regarding local rules and procedures for the different courts and jurisdictions serviced
• Can understand the basic terminology and transactions of applicable practice area and clients
• Able to understand the client engagement process and ensure compliance of time and expense reporting requirements.