Executive Assistant

Brodies LLP; Inverness; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading law firm in Scotland is seeking an Executive Assistant to provide comprehensive administrative support to their Personal team in Inverness. The role involves managing diaries, handling client communications, and ensuring efficient operations. Ideal candidates will possess strong organizational and communication skills, with proficiency in Microsoft Office. This full-time position offers an opportunity to contribute to a dynamic team in a respected legal environment.

Qualifications

• Experience in a busy Personal and Family team.
• Ability to meet tight deadlines and work under pressure.
• Self-motivated with a commercial mindset.

Responsibilities

• Manage diaries, appointments, and meeting logistics.
• Handle client queries and organize meeting materials.
• Process invoices and assist with billing procedures.

Skills

Organizational Skills

Multitasking Ability

Communication Skills

Professionalism

Time Management

Tools

Microsoft Office

Aderant

DMS

BigHand

Job description

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Executive Assistant – Personal and Family (Personal)

Based in Inverness

At Brodies LLP, we value and respect all colleagues as individuals. As a UK law firm headquartered in Scotland, we believe that the experiences and perspectives of a diverse workforce that reflects our communities, and the clients we serve, allows us to see the world through many lenses.

As the largest firm in our jurisdiction measured by income, directory rankings, and lawyer numbers, our continued progress is a testament to our colleagues' commitment.

In the last three years, our firm's revenue has grown by 20%, and we have welcomed almost 100 new colleagues. Today, we have more than 800 colleagues and offices in Aberdeen, Edinburgh, Glasgow, Inverness, London, Abu Dhabi, and Brussels.

Job Purpose

To work as part of a team providing executive assistant and administrative support to the Personal team in Inverness, ensuring efficient and quality service to Brodies’ external clients.

Core Tasks

1. Diary management – making and amending appointments, arranging meeting rooms, tracking responses, and organizing refreshments if required.
2. Handling new client queries with relevant background details.
3. Organizing meeting materials, itineraries, directions, and background information.
4. Managing emails proactively, flagging important messages, and ensuring timely responses.
5. Scanning mail, saving to the document management system, and preparing responses.
6. Prioritizing and managing multiple projects effectively.
7. Maintaining practice area organization during absences, checking and responding to important communications.
8. Ensuring completion of BigHand and non-BigHand work within deadlines.
9. Inputting data into case management systems.
10. Dealing professionally with clients and third parties via email, phone, or in person.
11. Updating contacts and distribution lists.
12. Preparing Excel spreadsheets and drafting engagement letters.
13. Organizing expense claims and receipts.
14. Processing invoices and assisting with billing procedures.
15. Assisting with case management and trust bibles.
16. Updating internal systems and databases.
17. Sharing documents within the team and maintaining templates.
18. Performing mail merges and implementing document saving standards.
19. File management, including electronic and hard copy organization.
20. Arranging travel and accommodation logistics.
21. Taking minutes and preparing legal documents as needed.
22. Typing PowerPoint presentations and liaising with document specialists.
23. Proofreading documents for accuracy and presentation.
24. Participating in lunchtime cover and supporting colleagues during absences.
25. Assisting other team members and undertaking ad hoc tasks.
26. Maintaining a tidy office environment and adhering to information security policies.

Person Specification

• Experience working within a busy Personal and Family team.
• Ability to work under pressure and meet tight deadlines.
• Excellent communication skills and professionalism.
• Team player willing to assist beyond duties.
• Flexible regarding working hours and adaptable to change.
• Effective time management and independent working skills.
• Self-motivated with a commercial mindset.

Skills

• Strong organizational skills and multitasking ability.
• Proficiency in Microsoft Office applications: Outlook, Excel, PowerPoint.
• Willingness to improve IT skills; experience with Aderant, DMS, or BigHand is a plus.
• Accurate document production and formatting skills.

Additional Information

Equal Opportunity Statement: We value diversity and inclusion, reflecting our communities and clients.

Job Details

• Seniority level: Not Applicable
• Employment type: Full-time
• Job function: Administrative
• Industry: Law Practice