Executive Assistant - Private Client

Russell-Cooke; Kingston upon Thames; On-site; GBP 32,000 - 45,000; Full time

Job summary

Russell-Cooke in Kingston upon Thames seeks an Executive Assistant to join the Private Client team. The role requires confident, energetic support with diary management, client communications and document handling in a busy, collaborative office.

You will liaise across the firm, maintain client relationships, and assist with billing and compliance tasks in a professional services environment.

Qualifications

• Experience in a professional services environment preferred.
• Proficient in Microsoft Outlook/Office for correspondence, diary management and document handling.
• Excellent attention to detail with proofreading and quality control.

Responsibilities

• Develop and maintain client relationships and communicate effectively within the department.
• Manage fee earners' diaries, schedule client meetings and support fee earner communications.
• Prepare fee earners for client meetings and ensure relevant files and documents are available; file client documentation electronically.
• Act as liaison between the team and business support groups across the firm.
• Provide administrative support to ensure risk management and compliance for file openings/closures, conflicts checks and AML checks.
• Assist with billing tasks such as raising bills and arranging invoices to clients.

Skills

Diary management

Communication skills

Organisational skills

Attention to detail

Legal sector experience

Tools

Microsoft Office Suite

Job description

The Role

We are seeking a confident, enthusiastic, energetic, self- motivated Executive Assistant to work in our friendly and ambitious team based in central riverside offices in Kingston upon Thames.

Hours

Full Time, 9.30am - 5.30pm

Department

Private Client, Kingston

Main duties include but are not limited to

Client relationships

• To develop and maintain relationships with clients and being able to communicate effectively with clients and others within the department as well as other departments.
• Efficient, friendly and knowledgeable approach in respect of all new work enquiries
• Use of Microsoft Outlook, specifically fee earner diary management, arranging client meetings and supporting fee earner communications with clients.
• Assistance in preparing fee earners for client meetings ensuring relevant files and documents are available and all client documentation electronically filed.
• Act as a liaison between the team and the business support groups across the firm.

Financials and compliance

• Full administrative assistance to fee earners ensuring compliance with all relevant risk management requirements on file opening and closing, including records of conflict checking, anti-money laundering checks, client care letters/terms and conditions and large value retainers.
• Assisting the fee earner with completion of basic documentation, such as cheque requests, electronic payment requests, receipts and transfers and expenses reclaims.
• Ensure the department keeps client information on CRM/SOS updated.
• Ensure regular updating of client care documents in response to relevant changes.
• Assistance in all aspects of the department’s marketing initiatives and events, away days, seminars or other events the department may arrange including sourcing venues, mailing lists, invitations, responses, and creating any content.
• Assisting with keeping team documents and precedents up to date and organisation of the department electronic workspace.
• Provide financial assistance to the team by raising bills. Arranging for invoices to be sent clients promptly and chased accordingly.

Technical Skills And Expertise

• Previous experience of working within the legal sector, preferable.
• Use Multi-Function Devices (MFD’s) and/or copiers for the purpose of copying, scanning, printing and finishing.
• Produce accurate documents in accordance with the Firm’s style and standards.
• Great attention to detail with the ability to proof read and check outgoing communications when required.
• Proficiency in the use of the Firm’s File Management software (and any subsequent document management system that may be introduced) to file and maintain all emails in appropriate client directories.
• A thorough knowledge of and timely adherence to the Firm’s file maintenance procedures.
• Strong organisational and time management skills, whilst working to deadlines with limited supervision.
• Excellent interpersonal and communications skills, able to develop good working relationships with clients and third parties.

Your career development

The Executive Assistants are part of a cohort across the firm which enables networking and sharing of knowledge and expertise. A bespoke training programme is provided to support you with your development.

Salary And Benefits

We offer competitive salaries and generous benefits.

We have a diverse workforce and aim to attract high calibre applicants that reflect the demography of our geographical location and client base. Individuals will be employed solely on merit and the requirement of the position. No applicant or employee receives less favourable treatment on the grounds of sex, race, marital status, disability, age, sexual orientation, gender Identity or religion. Reasonable adjustments will be made to eliminate or reduce disadvantage.