AJ Chambers are working with a top International Law Firm based in the City who are looking for an Executive Assistant to support the Corporate Partners.
The role will include undertaking complex tasks and projects, providing transactional support, and playing a critical role in managing all routine and daily administrative tasks. A flexible and adaptable attitude is essential - as is the ability to take ownership, drive processes and support change within the business.
Main duties will include but not limited to:
• Proactively manage, fee earner diary using discretion and business knowledge to prioritise commitments. This will include extensive arrangements of appointments, conferences and meetings across different time zones and offices, using different processes and IT infrastructure (videoconferencing, tele-conferencing, client office software etc.).
• Liaising regularly with fee earners to identify work commitments, prioritising workloads accordingly.
• Prepare for all meetings, including preparation of all pre-reading documentation (if appropriate), follow up and coordinate all meeting actions, ensure they are properly recorded and dealt with, including any necessary follow-up communications.
• Travel arrangements including liaison with travel company, arranging visas, booking travel and accommodation, arranging currency, preparing itineraries, ensuring compliance with the firm’s Travel Policy at all times
• Develop and maintain a robust file management system for all electronic and hard copy correspondence, and documents, ensuring adherence to naming conventions policy.
• Arrange photocopying, printing, scanning, organising post and couriers, etc.
• Support lawyers in marketing activities including research and obtaining client information and data, as well as involvement in preparation of pitches and presentations
• Ensure all new client/matter onboarding processes are completed accurately, following up as appropriate and adhering to risk and compliance requirements at all times
• Attend and actively participate in WIP and credit control meetings, undertaking and driving actions as agreed
• Produce and review WIP reports, identifying matters for billing, write-offs, debtors and client credits
• Manage partners’ billing processes: agreeing billing dates, gathering disbursements, initiating prebills, complete billing checklist (to include: time transfers, write-offs, applying discounts, returns to WIP, producing drafts and updating Expert as appropriate). Submitting prebills for approval
• Using Aderant to assist fee earners with financial queries, producing reports if required
• Ensure expenses, receipts and contact reports are completed, uploaded and filed appropriately
• Act as gatekeeper for fee earners, taking appropriate messages and ensuring they are passed on/followed up appropriately
• Draft high-quality correspondence, engagement letters, documents, agendas, presentations and spreadsheets or other (non-legal) correspondence on behalf of fee earners, actioning responses if appropriate
• Proactively delegating document production and dictation transcription to appropriate resource, providing appropriate timeframes for work and checking returned work if required
• Undertake regular file reviews, closing finished matters when appropriate
The successful candidate will have previous experience in billings and have extensive diary management and be able to produce full itinerary of travel bookings along with core organisational skills.
The role will offer a salary up to £45000 plus excellent benefits and hybrid working.
For further information please contact Ella Britton