Jobs at EA in United Kingdom

Owen Reed is seeking a highly organised Float Executive Assistant to provide exceptional, proactive support to senior partners and fee earners.

This is a dynamic and high-level role for a proactive and highly competent Float Executive Assistant, capable of thriving in a fast-paced, pressurised environment. The role is designed to provide seamless support across all practice areas during the absence of Executive Assistants (EAs), often at short notice. The successful candidate will deliver client and business-focused secretarial and administrative support to a small group of partners, ensuring the highest standards are maintained.

Reporting To: EA Float Team Leader
Location: London

• Client-Focused Representation: Act as a professional and service-focused ambassador for partners, both internally and externally, when assigned to their practice area during the EA’s absence.

• Ownership of Handover Process: Take full responsibility for handovers, ensuring all requirements are in place and that service to partners is seamless, consistent, and organised.

• Appointment & Meeting Management: Proactively manage and organise all appointments, meetings, and related logistics, ensuring partners are fully prepared and on time.

• Email & Inbox Management: Respond to relevant emails, draft communications as needed, and forward client-critical emails to appropriate team members for action, ensuring partners are promptly alerted to urgent matters.

• Commercial & Financial Understanding: Demonstrate an understanding of financial processes by efficiently managing billing and compliance matters.

• Task Ownership & Deadline Management: Manage workload effectively, meet deadlines, and work collaboratively with central support teams to ensure business needs are met.

• Billing Process Coordination: Proactively coordinate the billing process, including Work In Progress (WIP) meetings, ensuring billing deadlines are met in collaboration with Client Administrators.

• Financial & Matter Management: Oversee financial and matter management processes, including chasing unpaid bills and ensuring timely payments.

• Effective Partner Relationships: Build strong working relationships with partners, implementing best practices to ensure the smooth running of their practice.

• Partner Diary & Commitment Review: As per the EA’s handover notes, arrange regular catch-ups with partners to ensure an understanding of their clients, priorities, and time management needs.

• Operational Best Practices: Follow best practices for key operational processes to enhance partner effectiveness and department performance.

• Meeting Attendance & Action Follow-Up: Attend meetings, take minutes, and ensure follow-up actions are completed promptly.

• Business Development Coordination: Work with the Marketing & Business Development team to coordinate BD activities, such as seminars, conferences, and events.

• Travel & Accommodation Management: Arrange all aspects of partners' travel, including journey details, accommodation, visas, and currency, and ensure the diary is updated accordingly.

• Comprehensive Understanding of Partners’ Work: Develop an in-depth understanding of the partner’s practice area, clients, and priorities to support them effectively.

• Strong Internal & External Relationships: Build lasting and positive relationships with colleagues, clients, and external contacts.

• Effective Handover Communication: Ensure a thorough handover with the EA upon their return to ensure continuity of service to partners.

• Adaptability & Composure: Ability to remain flexible, calm, and efficient under pressure, adapting to changing workloads and demands.

• Client-Focused Communication: Maintain a confident, professional manner with the ability to build strong relationships with partners and clients.

• Service-Driven Approach: Strong understanding of working in a professional, service-oriented environment with the ability to gather critical information proactively.

• Excellent Communication: Outstanding verbal and written communication skills, with the ability to anticipate partner needs and respond effectively.

• Organisation & Prioritisation: Strong organisational skills, able to manage multiple priorities, deadlines, and tasks efficiently.

• Attention to Detail: Exceptional attention to detail, ensuring all tasks are completed to the highest standard.

• Problem Solving: Anticipate potential issues and provide proactive, innovative solutions.

• Team Collaboration: A strong team player who proactively supports colleagues and is adaptable to shifting priorities.

• Proactive Planning: Ability to plan ahead and prioritise effectively, ensuring partners’ needs are met without delay.

• Resilience & Enthusiasm: A resilient, ‘can-do’ attitude with the ability to embrace changing assignments and challenges.

• Diplomacy & Judgement: Demonstrate sound judgement and maintain a diplomatic approach in all situations.

• Positive Attitude: Maintain a positive, committed attitude towards all tasks, regardless of challenges.

• Advanced Microsoft Office Skills: Expertise in Microsoft Office Suite, particularly Word, Excel, and Outlook, with the ability to utilise advanced features.