Executive Assistant

Stour Bay Partnership Limited; London; Hybrid; GBP 30,000 - 45,000; Full time

Job summary

A prominent international law firm seeks an Executive Assistant to support their private tax team. This permanent position requires an organized professional capable of managing complex schedules, client relations, and financial documentation, with a hybrid working model offered. Ideal candidates will have strong communication skills, proficiency in tools like iManage and Aderant, and a proactive approach to administrative tasks.

Qualifications

• Proven experience as an Executive Assistant or similar role.
• Strong proficiency in managing calendars and organizing meetings.
• Experience in client relationship management and financial processes.

Responsibilities

• Manage fee earner diaries and coordinate appointments across time zones.
• Prepare meeting materials and handle client communications.
• Assist with financial processes including billing and compliance.

Skills

Communication

Organizational Skills

Client Relationship Management

Tools

iManage

Aderant

Job description

My client, an international law firm, is looking for an EA to work within their private tax team. This is a permanent position and based close to Liverpool Street Station. The hours are 9.30am-5.30pm, working 3 days in the office/2 from home.

Main Responsibilities

Administrative

• Proactively manage, control and fully understand fee earner diary using discretion and business knowledge to prioritise commitments. This includes arranging appointments, conferences, and meetings across different time zones and offices, using various IT tools.
• Develop and maintain a file management system for all correspondence and documents, adhering to naming conventions.
• Coordinate with fee earners to identify work commitments and prioritize workloads.
• Prepare for meetings, including pre-reading materials, follow-up actions, and recording meeting notes.
• Handle travel arrangements, including visas, bookings, itineraries, and currency exchange, in line with the firm's Travel Policy.
• Assist with global visitors and manage office administrative tasks like photocopying, printing, and couriers.
• Ensure partner PDPRs are up to date.

Client Relationship Management

• Build and maintain relationships with internal and external clients.
• Support lawyers with marketing activities, research, and preparing pitches and presentations.
• Assist the business development team with event management, client communication, and legal directory administration.
• Maintain and update the client relationship management system.
• Participate in team meetings and follow up on action points.

Financial

• Ensure accurate onboarding of new clients and matters, complying with risk and compliance standards.
• Coordinate the production of compliance documents and participate in WIP and credit control meetings.
• Manage billing processes, including preparing invoices and ensuring timely dispatch.
• Use Aderant to support fee earners with financial queries and reports.
• Process disbursements and client payments accurately.
• Assist with client audits and maintain expense and report documentation.

Communication

• Act as gatekeeper for fee earners, managing messages and follow-ups.
• Manage emails and post efficiently, developing systems to improve workflow.
• Draft correspondence, engagement letters, and other documents as needed.

Document and File Management

• Delegate document production and transcription tasks appropriately.
• Ensure proper filing within iManage, following policies.
• Conduct regular records management and file reviews.

Additional Responsibilities

• Identify and own new responsibilities and tasks.
• Drive process improvements and support colleagues and stakeholders.
• Share knowledge and mentor junior team members.
• Stay informed on practice and business topics relevant to the role.