Float Executive Assistant (Maternity Cover, 12-14 month Fixed Term Contract), Secretarial Services

Forsters LLP; London; On-site; GBP 30,000 - 50,000; Full time

Job summary

An established industry player is seeking a proactive Float Executive Assistant for a maternity cover role. This dynamic position involves delivering high-level secretarial and administrative support across various practice areas. The ideal candidate will thrive in a fast-paced environment, ensuring seamless communication and efficient management of partners' schedules. With a focus on client service, you'll play a crucial role in maintaining operational excellence and fostering strong relationships within the firm. Join a collaborative culture that prioritizes staff development and offers a competitive salary and comprehensive benefits.

Benefits

Comprehensive benefits

Staff development opportunities

Collaborative culture

Qualifications

• Proven experience as an Executive Assistant or similar role.
• Strong organizational and multitasking skills.

Responsibilities

• Provide high-level secretarial support to partners.
• Manage appointments and logistics for seamless schedules.
• Coordinate billing processes and manage financial tasks.

Skills

Client-focused service

Inbox management

Appointment scheduling

Financial processes understanding

Communication skills

Organizational skills

Flexibility and adaptability

Job description

Float Executive Assistant (Maternity Cover, 12-14 month Fixed Term Contract), Secretarial Services

This role requires a proactive and highly competent Float Executive Assistant capable of operating effectively in a fast-paced, pressurized environment, often covering for EAs at short notice across all practice areas of the firm.

The position involves providing high-level, client-focused secretarial and administrative support to a small group of partners, playing a vital role in facilitating their interactions with clients and internal departments to ensure top standards of service.

Reporting to the EA Float Team Leader, the candidate must be flexible and adaptable to meet the changing needs of the business, with some flexibility around working hours.

Main duties and responsibilities

1. Serve as a professional, client-service-oriented ambassador for partners in the absence of their EAs.
2. Ensure thorough handovers with EAs to maintain organized and consistent support aligned with partners' needs.
3. Manage appointments, meetings, and logistics proactively, ensuring partners' schedules are seamless and well-prepared.
4. Handle inbox management as per individual partner preferences, including responding to emails, drafting correspondence, and prioritizing urgent matters.
5. Demonstrate understanding of commercial and financial processes, managing compliance and billing matters effectively.
6. Own tasks, manage workloads against deadlines, and collaborate with support departments for efficient delivery.
7. Coordinate billing processes, organize WIP and financial meetings, and ensure timely billing procedures.
8. Manage financial and matter-related processes, such as following up on unpaid bills.
9. Build and maintain strong relationships with partners and internal teams, ensuring effective communication and support.
10. Arrange regular catch-ups with partners to review diaries and priorities, ensuring continuity and optimal use of their time.
11. Follow best practices to enhance operational efficiency and partner effectiveness.
12. Attend meetings, take minutes, and follow up on actions to ensure progress.
13. Coordinate with Marketing & Business Development teams for events, seminars, and conferences.
14. Manage travel arrangements, including details, accommodations, visas, and currency, updating diaries accordingly.
15. Develop a thorough understanding of partners’ practice areas, clients, and goals to provide tailored support.
16. Build and sustain internal and external relationships.
17. Ensure effective handovers and communication upon partners' return to maintain service continuity.

The role offers a competitive salary, comprehensive benefits, and the opportunity to work within a firm renowned for its collaborative culture. The firm also supports staff development through its Agile Framework and values-driven environment.

For further details or to apply, please contact Ben Hawkins. A detailed job description and additional information about team composition, Agile practices, HR policies, and benefits are available upon request.