Executive Assistant - Private Client

Russell-Cooke Solicitors; Royal Borough of Kingston upon Thames; On-site; GBP 32,000 - 42,000; Full time

Job summary

Russell-Cooke LLP is seeking a confident Executive Assistant to join the Private Client team in Kingston upon Thames. The role involves diary management, client communications, document filing, and liaison across departments to support fee earners.

You will handle client relationships, support financial compliance, and contribute to the department’s marketing and events initiatives in a collaborative, deadline-driven environment.

Qualifications

• Experience in the legal sector is preferred.
• Strong organisational and time management skills with the ability to meet deadlines.

Responsibilities

• Develop and maintain relationships with clients and communicate effectively within the department.
• Manage fee earner diaries, arrange client meetings and support fee earner communications.
• Assist in preparing fee earners for client meetings and ensure relevant files are ready.
• Ensure client information on CRM/SOS is up to date and client care documents are current.
• Support in processing bills, invoices and expenses as required.
• Coordinate with business support groups and assist with department marketing initiatives.

Skills

Legal sector experience

Diary management

Client relations

Attention to detail

Tools

MFDs / copiers

Document management software

Job description

Executive Assistant – Private Client

Hours Full Time, 9.30am – 5.30pm

Department Private Client, Kingston

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.

The successful candidate will work in a supportive collegiate team that is widely recognised for its expertise in this area as well as specialist areas. The team handles high quality interesting work including: the administration of complex estates; advising on residence and domicile; cross-border issues; advising individuals on the tax implications of family breakdown; succession planning for family businesses and entrepreneurs; the creation, administration and taxation of trusts; advising on and drafting wills; taxation advice; and advising on capacity issues.

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.