Executive Assistant

Freeths; Oxford; On-site; GBP 25,000 - 35,000; Full time

Job summary

A law firm in Oxford is searching for an Executive Assistant who will provide comprehensive administrative and financial support across multiple client teams. The ideal candidate will possess relevant office-based experience, excellent communication skills, and a strong knowledge of Microsoft Office. This position emphasizes flexibility, teamwork, and a proactive attitude to ensure exceptional service delivery and adherence to compliance standards. Join a dynamic, inclusive team dedicated to mutual respect and collaboration.

Qualifications

• Relevant office-based administration experience.
• Willingness to learn new systems (document management/case management).
• Good knowledge of Microsoft Office.

Responsibilities

• Liaising with clients and resolving queries.
• Ensuring adherence to client protocols.
• Managing file opening and closing processes.

Skills

Office-based administration experience

Good knowledge of Microsoft Office

Effective communication

Organisational skills

Attention to detail

Customer service focus

Ability to manage time effectively

Job description

About The Role

As an Executive Assistant you will provide administrative, financial and file management support for the respective legal practise area. This role will work across multiple client teams. We trust our people to work flexibly in the way that works best for them, their teams and our clients. Our firm is set up to ensure everyone’s voice is heard, and mutual respect is shown by all.

Key Responsibilities

• Liaising with admin and other staff at key client(s), being a first port of call for queries and resolving these or referring on as appropriate.
• Ensuring current knowledge and adherence to client specific protocols and processes.
• File opening and closing liaising with lawyers for required information; processing within the case management and finance systems for file opening and closing; generation of client care documentation and recording of other compliance information on file opening.
• Production and circulation of regular update reports for client.
• Conflict searches: Processing and triaging conflict searches on new files for lawyer review.
• Creating and uploading information to client data rooms.
• Updating and maintaining files, ensuring post and documents are copied, scanned and printed as appropriate and are named and filed correctly in our case management system.
• Document production: audio typing and general document production (Word, Excel, PowerPoint).
• Entering data into the key dates system. Time recording if required for self or as a lawyer’s delegate.
• Processing room and taxi bookings as required, organising hand deliveries and courier requests.
• Assisting with the processing of bills and expense claims as required. Completing cheque requests, money in and money out requests. Proactively offer assistance wherever possible. Ensure compliance with firm wide/department policies and procedures including ensuring internal client data accuracy.

Your Skills And Qualifications

• Relevant office-based administration experience.
• Willingness to learn new systems (document management/case management) when applicable.
• Good knowledge of Microsoft Office.
• To be an effective communicator with the ability to liaise with internal and external clients in a professional manner; striving to provide exceptional service at all times. An effective team player.
• Good organisational skills and ability to manage own time effectively within a fast-paced environment, meet deadlines and remain calm under pressure. Conscientious, taking personal responsibility for own work and accountability for its delivery and quality.
• Positive can-do attitude with the ability to learn new systems and processes and adapt to change.
• Excellent attention to detail. Customer service focused. Proactive, professional and flexible approach to work.

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Do we sound like a match? If you’re someone who cares deeply, communicates openly and collaborates effectively, then we’d love to have you join our diverse, inclusive team.