EA - Business Development & Marketing

J M Legal Limited; United States; Remote; USD 65,000 - 95,000; Full time

Job summary

J M Legal Limited is seeking an Executive Assistant to support the CMO and senior leadership, coordinating complex diaries, travel, and events. You will manage confidential communications, prepare governance materials, and assist with business development activities to enhance client service delivery.

The role involves cross-functional collaboration, CRM updates, and process improvements to ensure efficient operations and timely decision making within a fast-paced legal environment.

Qualifications

• Experience supporting C-suite or senior leaders.
• Strong diary and travel management skills.
• Excellent written and verbal communication.
• Experience with client services and business development support.
• Proficient in CRM systems and document production.

Responsibilities

• Act as a gatekeeper to Chiefs and senior leaders, coordinating time and priorities.
• Manage complex diaries and travel itineraries.
• Coordinate international travel and events.
• Support stakeholder engagement and ambassadorial duties.
• Handle confidential communications and liaison work.
• Prepare board packs and governance documents.
• Assist with BD activities, event planning, and social media support.
• Maintain CRM updates and track activities.
• Provide induction and training support for new joiners.
• Assist with expenses, budgeting, and vendor relations.

Skills

Diary management

Travel coordination

Stakeholder management

Communication

Event planning

Document preparation

CRM management

Project coordination

Financial administration

Tools

Vuture

InterAction

Microsoft Office

Job description

EA - Business Development & Marketing

This role is supporting the Chief Marketing Officer (CMO) and the Director of Strategic Projects and Legal Operations with some limited support to Head of Clients and Head of Marketing

The Executive Assistant delivers proactive, high-quality administrative and strategic support for Chiefs and other senior firm leaders, anticipating needs, enabling excellent decision making and acting as a trusted ambassador for the recipients.

Key Responsibilities

• Client Service Delivery : Act as a gatekeeper to Chiefs and other senior leaders, proactively organising time, meetings, and resources to ensure priorities are met and service is delivered to a high standard.
• Proactive Diary Management : Ensure complex diaries are managed in real time, anticipating travel and accommodation bookings, conflicting priorities, and room requirements across multiple leaders.
• Travel Coordination : Arrange travel, plan and execute detailed itineraries for internal and external events and international trips, handling all logistics, documentation, and pre-trip materials.
• Stakeholder Engagement : Support in building and managing relationships, demonstrating awareness of key stakeholders, and acting as an ambassador to the Chiefs and other senior leaders.
• Communication Management : Handle confidential communication, manage message taking, and act as liaison for Chiefs and senior leaders with both internal and external stakeholders.
• Document & Board Pack Management : Prepare, review, and manage key documents, presentations, reports, and board packs supporting firm governance and management priorities. Ensure accuracy and effective formatting, utilising document production resources, as appropriate. Take the lead on the preparation of the monthly CMO report for the Partnership Board.
• Business Development and Marketing Support : Assist with business development activities, including scheduling meetings, organising client and/or department events, managing directory submissions, and supporting firm social media and communications. Support planning and logistics for pitches, client events, and seminars, including preparing Vuture/InterAction updates, booking venues, arranging catering, managing attendee tracking, and distributing event materials.
• CRM & Business Services Systems Management : Maintain and update client and stakeholder databases, ensuring new prospects, contacts, and activities are recorded and shared across departments. Track BD and marketing activity, record outcomes in the firm's CRM system, and support quarterly and annual legal directory/award submissions.
• Training, Guidance & Compliance : Provide induction and training support for new joiners within the department; maintain up-to-date information on protocols and compliance requirements, sharing guidance as needed.
• Administrative Support : Serve as primary contact for administrative requests from business services leaders, manage correspondence, and coordinate onboarding, logistics, and day-to-day operations. Assist with the creation and formatting of presentations, client credentials, pitches, and submissions, delegating to the Document Production team, as appropriate.
• Financial Administration : Assist with, expenses, budget management, supplier management, credit control, payments, and reconciliation in accordance with business services processes and requirements.
• Project Management & Cross-Functional Support : Lead, manage, or actively contribute to firm-wide business services projects and initiatives, collaborating with other EAs and assistants to achieve strategic objectives and ensure cross-team cover during peak periods and absences.
• Efficiency Optimisation : Continually review workflows, systems, and practices to enhance productivity and improve support service delivery to assigned business services leaders and functions.