Executive Assistant (VA781)

We are looking for an experienced Executive Assistant to provide proactive, high-level administrative support to senior leadership (Partners, Executives) to improve operational efficiency and client care.

Principal duties will include:

Secretarial

• Amending lengthy, complex legal documents in an accurate and timely manner
• Checking and proof reading documents and amending as necessary
• Formatting documents into Carey Olsen house style
• Assisting in the creating of new clients / matters on the Document Management System (DMS)
• Copy typing
• ​Audio typing from tape and electronic files – if required
• Act as backup for other Corporate secretaries when they are unavailable

General Administration

• Answering telephones and taking messages in a timely manner
• Dealing with email messages and monitoring Partners/fee earners' external emails when they are away from the office
• Take necessary actions based on email content
• Arranging conference calls (MS Teams)
• Book appointments and arrange meetings (including meeting rooms, equipment and catering as needed); provide updates as required
• Ensure Partners/Fee earners attend meetings on time with appropriate documentation
  Assisting with initial conflict checks, working with Compliance to open files and obtain CDD as needed
• File management and archiving, ensuring all matter opening data is captured
• Extensive management of online diaries
• Checking and processing fee earner expense claims
• ​Completing and submitting timesheets for the Partners

CRM system (Peppermint)

• Adding partner and fee earner contacts and ensuring data is up to date to include accurate profiling of contacts
• Adding partner and fee earner marketing & business development activities to their contacts list
• Adding contacts to LinkedIn
  
  

Collateral / Presentations

• Creating and formatting PowerPoint presentations as required, following brand guidelines
  
  

Business Development Trips & Partner Personal Business Development Plans (BD)

• ​Booking all flights / travel
• ​Arranging client / BD meetings and planning itineraries
• Organising the logistics and all administration associated with business trips, client meetings and small events (e.g. team or partner business trips, small client lunches or dinners, client hospitality, sporting or social events, in-house seminars)
• Ensuring partners plans are kept up to date and that all BD activity is reflected in the plan

Finance

• ​Deal with client billing and debt chasing
• Proactively manage WIP and Debt for the Partners and their team
• Directorship billing
• Updating notes on 3E, including a line by line update for all clients
• Working closely with Credit Control, Accounts Receivable, Revenue and Compliance

Directorships

• ​Maintain up to date records of all directorships
• Bill all directorships quarterly, six monthly or annually as required
• Track payment of directorship invoices
• Update Form PQ on portal as required
• Work closely with Compliance 

Key requirements and skills:

• Previous experience as an Executive Assistant, ideally supporting a Partner or C-suite executive in a legal / professional services firm
• Ability to anticipate needs and act without constant supervision
• High level of confidentiality and professionalism
• Exceptional verbal and written skills, with the ability to deal with senior stakeholders
• Advanced knowledge of Microsoft Office Suite (Word, Excel, PowerPoint)and legal document management systems

This is a full time role working 35 hours a week.

Please click on "Apply for this job" to submit a CV for this vacancy.