Executive Assistant (12 months FTC)

Travers Smith; Camden Town; On-site; GBP 30,000 - 45,000; Full time

Job summary

A leading law firm in Camden Town is looking for an Executive Assistant to provide comprehensive administrative support to Partners. The role includes client service delivery, proactive diary management, and travel coordination. The ideal candidate will have excellent communication and organisational skills, along with strong client service focus. They will manage logistics and enhance productivity through effective workflows. This position offers a collaborative environment focused on professional development.

Qualifications

• Proven experience in a similar role within a legal or professional services environment.
• Ability to foster excellent working relationships at all levels.
• Exceptional organisational skills, optimising and managing workflows effectively.

Responsibilities

• Act as a gatekeeper to the Partner, organising time and tasks effectively.
• Coordinate travel arrangements and detailed itineraries for international travel.
• Assist Partners in managing time effectively and handling client queries.

Skills

Communication skills

Organisational skills

Client service focus

Proactivity

Attention to detail

Tools

Microsoft Office

Document management systems

Job description

Overview

As an Executive Assistant, you provide comprehensive administrative and client-focused support to Partners, managing your own workstreams with the help of relevant resources, such as Practice Support Assistants and Document Production teams. You serve as a strategic collaborator to Partners, supporting long-term organisational goals and aligning tasks with strategic priorities.

Responsibilities

• Client Service Delivery: Act as a gatekeeper to the Partner, organising time and tasks for effective management of resources and priorities.
• Proactive Diary Management: Ensure diaries are updated in real time, anticipating travel and accommodation bookings and meeting room requirements.
• Travel Coordination: Coordinate travel arrangements, plan and execute detailed itineraries for international trips, handle associated logistics, prepare bios and agendas, and circulate papers.
• Client Engagement: Assist Partners in managing time effectively by demonstrating awareness of contacts and clients and effectively participating in client care and handling basic client queries.
• Communication Management: Handle client-related and internal calls, and manage message taking as appropriate.
• Document Management: Manage work returned by Document Production/Speech Recognition Teams for accuracy and formatting before passing to the relevant Partner.
• Business Development and Marketing: Liaise with Business Development to support marketing activities, including scheduling meetings, organising client events, assisting with pitches, managing directory submissions, and creating LinkedIn posts.
• CRM Database Management: Manage the CRM database, ensuring new prospects, contacts and business development activities are added and shared.
• Training and Guidance: Maintain up-to-date information on client protocols, provide guidance and training, and monitor compliance.
• File Management: Responsible for hard copy and electronic filing, including opening and closing files, monitoring and managing key dates for clients, supervising general filing requirements (including folder mapping), and ensuring compliance procedures are up to date on all files and matters.
• Administrative Support: Serve as the point of contact for administrative requests and manage internal and external communication, including drafting timely responses on behalf of Partners.
• Financial Administration: Assist the Central Finance team with various financial tasks, including client and event billing, credit control, bank payments and transfers, and expense management. Ensure all activities are conducted with precision and in accordance with contractual requirements.
• Project Management: Manage and oversee key projects, ensuring alignment with the strategic priorities.
• Efficiency Optimisation: Streamline workflows and manage time to enhance productivity.
• Other Responsibilities: Attend relevant training to keep up-to-date with firmwide procedures; commit to continuous learning and performance improvement.

Qualifications

• Proven experience in a similar role within a legal or professional services environment.
• Experience of managing client-facing tasks and priorities with a practical approach.
• Excellent communication skills, with the ability to build and maintain client relationships.
• Ability to foster excellent working relationships at all levels.
• Strong attention to detail and accuracy in all internal and external client communications and deliverables.
• Proactive adaptable attitude, with the ability to balance conflicting priorities and improve working practices collaboratively.
• Effective in handling and maintaining the highest level of confidentiality with sensitive information.
• Exceptional organisational skills, optimising and managing workflows effectively.
• Client service-focused with strong interpersonal skills.
• Ability to work independently and collaboratively, with a hands-on approach.
• Capable of making decisions in the absence of a Partner.
• A proactive attitude with the capability to adapt to change.
• Advanced knowledge of Microsoft Office.
• Advanced knowledge of document management/case management systems.
• Ability to operate the Firm's various software packages and adapt to technological changes.

Travers Smith is a leading full-service law firm, with a wealth of experience in its areas of specialisation. The firm has a market-leading reputation for its international expertise in Asset Management, M&A and Dispute Resolution & Investigations. Clients include asset managers across the alternative asset classes (private equity, venture, credit, infrastructure and real estate), publicly listed and private companies, financial institutions, and other business enterprises involved in large and complex UK and cross-border matters, transactions and disputes. Our purpose is to provide the highest quality of service to our clients whilst enabling our people to achieve professional fulfilment in a supportive, inclusive and enjoyable working environment.

Diversity & Inclusion statement: We value and celebrate the unique backgrounds, perspectives, and experiences of every individual including differences in gender, ethnicity, disability, faith, and more. We\'re committed to building an inclusive workplace that reflects the diversity of our clients and communities, where everyone feels empowered, respected, and heard. We actively partner with organisations and networks that champion equality and fairness, ensuring our policies and practices uphold these values.

Accessibility statement: If individuals have any accessibility issues when reviewing this document, please notify a member of the Travers Smith HR team so that the document can be provided in your preferred format, such as large print, audio, or braille. Support and Adjustments for candidates: We are committed to ensuring that people who are disabled or have a long-term condition are empowered in their identity, valued equally, and listened to. If we can adjust the recruitment process to make it more accessible, please let us know.

Key competencies include Proactivity, Teamwork, Effective Communication, Inspiring Confidence, Strategic Thinking, and Problem Solving. These competencies enable you to anticipate needs, promote collaboration, maintain clear communication, inspire confidence, and solve complex issues efficiently.

Proactivity: Anticipate and address the needs of Partners and clients. Added value includes suggesting and arranging for a Partner to meet with another high-priority client while they are already in the same geographic area. This approach maximises the Partner\'s time and creates additional business opportunities.

Teamwork: Operate as part of a seamless unit by leveraging the capacity of colleagues, offering support, and covering absences to ensure deadlines are met and excellent work is delivered. Collaborate to improve processes and streamline workflows.

Effective Communication: As the primary communicator, you serve as a liaison between the Partners and internal/external stakeholders. Demonstrate constructive working relationships through effective communication and manage stakeholder expectations by providing clear, regular updates on task progress. Recognise when colleagues need support and communicate your own needs effectively, fostering trust and teamwork.

Inspiring Confidence: Deliver accurate, professionally presented work promptly to meet task specific deadlines, scenarios and client demands; reinforcing the Firm\'s reputation for high-quality legal support.

Strategic Thinking: Collaborate closely with Partners to support the Firm\'s long-term goals. Align your tasks and initiatives with strategic priorities, ensuring they contribute to the Firm\'s overarching vision.

Problem Solving: Apply critical thinking skills to solve complex issues and enhance organisational processes. Proactively identify areas for improvement and suggest solutions to drive efficiency and effectiveness.