Job description
This role is for a proactive and highly competent EA who will provide professional, client focussed support to senior stakeholders in a dynamic and fast-paced environment. This role works closely with other business services teams and resources to deliver effective solutions via the most efficient route possible.
The individual needs to be adaptable, dynamic, and confident in their ability to drive change, influence stakeholders and build relationships. The role offers immense scope and responsibilities that are wide ranging - provides a real opportunity to add value.
This role will provide proactive support across a broad range of responsibilities, including matter and financial management.
Our London team has a reputation that’s second to none. They’re the team the world’s leading businesses turn to for help with their most challenging problems. They work with colleagues around the world on complex, cross-border deals and disputes. Whether you join as a lawyer, a recent graduate or in a business services role, London is a great place to work.
You will have the opportunity to work on challenging, engaging work that will give you the opportunity to make your mark and progress your career. We believe there is no better place to work.
- Organising London town halls & London partner Town Halls – including preparation, agenda planning, producing slides etc.
- Organising London events.
- Assisting with London Management Group meetings and preparation.
- Attending weekly management meetings – producing agendas and driving follow up actions.
- Organising London partner lunches.
- Assisting with London communications.
- Proactive inbox and diary management.
- Ability to act on behalf of stakeholder and first point of contact.
- Effective gatekeeping, forward planning and scheduling.
- Proactive flagging and escalation of priority emails.
- Draft high-quality correspondence and communicating on stakeholder behalf.
- Preparation and timely circulation of agendas, materials, minutes/actions, monitor and follow up of actions.
- Highlight priorities and conflicts to stakeholder, source delegates.
- Communicate with clients directly, screening calls and providing responses, including resolving and/or directing enquiries/requests to more appropriate areas in the firm.
- Management of effective Outlook filing system and firm e-filing protocols.
- Oversee progress of meeting logistics delegated to AC e.g. room set-up, refreshments, AV etc.
- Utilise the firm travel agent platform to arrange complex travel, VISAs, itineraries.
- Project management and ownership of tasks delegated to AC as appropriate.
- Support limited personal and partnership administration with external advisor activity e.g. charities, Boards etc.
- Provide administrative and coordination support with management of mentees, team members, trainees (including but not limited to firm feedback and appraisal processes).
- Attend meetings with stakeholders if required to take meeting minutes; proactive follow up on action points.
- Liaise with AC to delegate administrative tasks such as expenses, post, couriers, archiving, printing, photocopying, scanning, bundles, basic travel bookings, taxis etc.
- Delegate to AC for assistance with triaging general queries.
- Document creation and amendments of smaller scale, delegating to AC and/or Global Centre as appropriate.
- Maintain effective document/email management and matter filing systems via iManage.
- Ability to produce basic PowerPoint presentations and amend as appropriate.
- Provide client and matter relationship support such as client contact, arranging and attending meetings, taking minutes, producing actions.
- Draft client engagement letters.
- Create and maintain holiday charts for matter/project teams.
- Draft and track submission of Experience Capture Forms at matter close.
- Liaise with AC for tasks such as risk checks, CMOs (Client Matter Opening), Matter/project distribution lists, Workspace access, set up of matter work streams and phases.
- Arrange WIP updates and billing cycles according to client matter requirements.
- Ensure knowledge and recording of client/matter fee deals and discount rates for billing purposes.
- Work with Billing team to proactively manage WIP and attend routine WIP meetings with stakeholders.
- Communicate regular fee updates as appropriate.
- Prepare personalised letters to accompany client invoices when required.
- Assist with bad debt management and communicate with clients regarding bad debt as required.
- Monitor local budgets and cost schedules.
- Liaise with AC for tasks such as: raising proformas, processing invoices/POs, time recording (ensuring application of correct phases and detailed narratives), 1st draft bill narrative edits (review work once complete), write off actions, WIP reports.
- Act as key client contact.
- Proactive upward management of business development and other firm-wide initiatives.
- Utilise Salesforce to maintain client contacts and client programme activities, and track deal activity.
- Research prospective clients and draft capability statements and other supporting collateral for more speculative opportunities.
- Support with 1st stage draft pitch documents, working with the pitch team as required.
- Ensure CVs, biographies and social media profiles are maintained.
- Support with coordination of team submissions to legal directories (e.g. Chambers).
- Support with organisation of internal and external events, hearings, conferences etc, utilising the Events team and delegating to AC as appropriate.
- Displays discretion, good judgment and acts as trusted adviser
- Ensure all activities and duties adhere to risk and compliance requirements and maintain all requirements to protect confidential client and firm information.
- Build strong relationships with business services teams and maintain effective and efficient use of appropriate business support services.
- Support additional stakeholders and colleagues as and when required.
- Identify and facilitate knowledge sharing within peer group and wider team.
- Excellent academic background educated to graduate level or has equivalent professional experience.
- Commercial and financial acumen.
- Advanced Microsoft Office skills.
- A thorough understanding of working in a professional, service driven environment and of stakeholder/client/business confidentiality and discretion.
- Confident and professional manner with the ability to build strong relationships with stakeholders, clients and others.
- Excellent communication skills and ability to interact at all levels.
- Ability to support the business and its initiatives collaboratively.
- Adaptable and open to change showing a willingness and confidence to make suggestions for continuous improvement.
- Strong organisational skills and excellent attention to detail.
- Ability to cope with a wide range of competing demands and changing priorities.
- Ability to anticipate issues, problem solve and provide practical innovative solutions.
- A strong team player, able to work within a team or independently.
- A degree of flexibility around working hours is expected with this role.
- we show respect to everyone
- we are there for one another
- we are open with each other
- we are positive role models