Executive Assistant Office Manager

OMNIA STRATEGY LLP; Greater London; On-site; GBP 35,000 - 50,000; Full time

Job summary

A leading international law firm in London is seeking an Executive Assistant / Office Manager to support the Chief Operating Officer. The ideal candidate will be proactive, organized, and possess strong communication skills. Responsibilities include managing administrative tasks, supporting a legal team, and ensuring efficient office operations. This is a full-time, permanent position with a dynamic work environment.

Qualifications

• Experience as an Executive Assistant or Office Manager in a demanding environment.
• Fluent in English, both verbal and written.

Responsibilities

• Support administrative needs of a legal team, including travel and diary management.
• Oversee office facilities and manage operational suppliers.
• Plan and schedule internal and external meetings.

Skills

Communication

Organizational Skills

Problem Solving

Attention to Detail

Education

Graduate Level Education

Tools

Microsoft Office

Case Management Systems

Job description

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Job title:Executive Assistant / Office Manager

Hours:Full time

Duration:Permanent

Based:London, W1H

Salary:Depending on experience

Job Description:

Omnia Strategy is an international law firm focusing on dispute resolution. We work with governments, businesses and private clients to prevent and resolve problems using an innovative cross-disciplinary approach. We are looking for an experienced and ambitious individual to join our team as a dedicated Executive Assistant / Office Manager. The successful candidate will play a vital rolein supporting the Chief Operating Officer with the smooth running of our London office.

The successful candidate will have a positive, proactive can-do attitude, be flexible, open-minded and ready to take on a range of tasks. We are looking for team player who ishighly organised, methodical, and practical with a strong attention to detail with ahigh level of professionalism, responsibility and discretion. A commitment to confidentiality is essential.

Our projects have a strong international element and, therefore, an interest in international affairs is advantageous. Experience working within alegal environment would be preferred but not essential. Language skills are welcome but not essential. The role includes:

1.Administrative Responsibilities

• Supporting all administrative needs of a 25 strong legal team, including travel, accommodation, diary management and overseas hearing logistical support
• Proactively maintainingintegrity of the firm’s CRM database by assisting in firm wide data hygiene efforts including researching and entering missing data
• Registering team members and preparing information packs for conferences/seminars such as Paris Arbitration Week, Davos, UNGA etc.
• Diary and schedule management for overseas road trips and events
• Providing first line receipt of clients & visitors, handling of incoming telephone calls and mail
• Organising and maintaining files, filing rooms, archiving and document destruction
• Photocopying and printing
• Using case management systems and internal databases
• Organisation of video conference call facilities
• Assisting with new client onboarding and associated admin such as conducting conflict searches
• Fostering a positive office culture by collaborating withoffice social team to organise initiatives, including internal office events and learning webinars
• Assisting with HR coordination, including managing support for work experience candidates andinduction programs for new joiners
• Assisting with the management and renewal ofsubscriptions and publications
• Supporting new joiners at all levels with familiarization of company policies and procedures
• Carrying out ad hoc duties/tasks as deemed necessary to ensure the efficient operation of the team
• Organising large client entertainment events, conferences, and promotional activities and ensuring adherence to budgets
• Management of effective Outlook filing system and firm e-filing protocols

2.Office Management:

• Handling day-to-day problem-solving, as first line operational support
• Overseeing office facilities, supplies, and maintenance to ensure a productive and efficient work environment
• Logistics relating to the dispatch of legal documents
• Managing operational suppliers, including IT and office services. Checking and passing over invoices and expenses
• Assisting with IT Hard and Software Setup and day to day operational issues (experience of AVD hosted desktops, Cisco WebEx, Net Documents and Outlook all preferable)
• Implementing and maintaining policies and procedures that enhance efficiency
• Managing of office health and safety compliance
• Assisting the COO and finance department with basic financial record keeping, specifically team and Partner expenses and administration of same to ensure a consistent and efficient approach
• Assisting Partners and Fee Earners to ensure time recording is up to date and captured in a timely manner
• Assisting with preparation oflegal invoices including securing external counsel fee notes and narrative reviews as part of the monthly invoice issue process.
• Managing day to day time recording and weekly narrative entries to ensure accuracy and efficiency

4.Diary management, organising engagements and communications:

• Planning and scheduling internal and external meetings
• Professionally communicating with external contacts by phone, in correspondence and in person
• Preparing meeting agenda and materials
• Processing and following up visa or country entry requirements / applications, additional passport requirements
• Office Diary management and coordination to ensure Partners and Fee Earners receive regular updates on meeting arrangements
• Taking responsibility for meeting room bookings and meeting coordination, including confirmation of attendees, arranging relevant technology, refreshments, and catering

Qualifications:

• A record of experience as a high level Executive Assistant and or Office Manager in a demanding office environment, or similar strategic support role, ideally working with C-suite executives or senior management
• Fluent English (verbal and written communications).
• Proficiency with IT, including Case Management Systems, Microsoft Office, PowerPoint, Excel, formatting, proofreading, online tools, printers, scanners and conference calling providers
• Solid academic background, educated to graduate level or equivalent professional experience

Personal Attributes:

• Anticipate and identify potential problems and demonstrating the ability to use initiative provide innovative solutions
• A strong work ethic with a high attention to detail
• Ambitious and confident individual with entrepreneurial instincts
• Ability to remain poised under pressure, multitask, and prioritize effectively
• A client-focused approach with well-developed communication and interpersonal skills
• Strong communication skills, with the ability to provide professional and appropriate first drafts of short correspondence, documents and slide packs
• Excellent organisation skills, with the ability to cope with a wide range of demands and changing priorities
• Resilience to maintain focus under pressure, as often required to meet tight and demanding deadlines
• Flexible with time; willing to adjust and re-prioritise to ensure the needs of the project, task or team are met
• Professional, approachable and able to work well with others in building positive relationships with clients
• Commercial and financial acumen
• Works well within teams, able to re-prioritise when needed to meet urgent deadlines or changed priorities.
• Demonstrates an ability to maintain a high degree of confidentiality and professional discretion

Application Procedure

• Please send a short cover letter andProfessional CV clearly detailingyour salary expectations and current notice period (by email) to [e-mail] with the subject line “Application – Executive Assistant/Office Manager ” by 31 May 2025.
• Any incomplete, other application types and applications without cover letters will not be considered.
• All applications are handled in the Strictest of Confidence.
• Candidates should hold right to work documentation and or settled status
• We are unable to offer Tier 2 or 5 Sponsorship for this position

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Law Practice

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