Executive Assistant - Dispute Resolution X 2

Executive Assistant - Dispute Resolution x 2 initial 12 month contracts working for a magic circle law firm in the City.

This role is for a proactive and highly competent EA who will provide professional, and client focused 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. This role offers immense scope with responsibilities that are wide ranging and provides a real opportunity to add value.

This role will provide proactive support across a broad range of responsibilities, including matter and financial management.

Duties:

• Proactive inbox and diary management.
• Ability to act on behalf of stakeholder and first point of contact
• Management of effective Outlook filing system and firm e-filing protocol.
• Proactive flagging and escalation of priority emails.
• Drafting of high-quality correspondence and communicating on stakeholder behalf.
• Effective gatekeeping, forward planning and scheduling.
• Oversee progress of meeting logistics delegated to AC e.g. room set-up, refreshments, AV etc.
• Preparation and timely circulation of agendas, materials, minutes/actions, monitor and follow up of actions.
• Highlight priorities and conflicts to stakeholder, source delegates.
• Communicating with clients directly, screening calls and providing responses, including resolving and/or directing enquiries/requests to more appropriate areas in the firm.
• 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 and support with external advisor activity e.g. charities, Boards etc.

• Administrative and document support

• Liaise with AC to delegate administrative tasks such as expenses, post, couriers, archiving, printing, photocopying, scanning, bundles, basic travel bookings, taxis etc.
• Document creation and amendments of smaller scale, delegating to AC and/or Global Centre as appropriate.
• Maintain effective document management and matter filing systems via iManage.
• Ability to produce basic PowerPoint deck and amend as appropriate.

Matter management

• 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.

Financial management

• 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 the billing team to proactively manage WIP.
• Communicate regular fee updates.
• 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 cut bill narrative edits (review work once complete), write off actions, WIP reports.

Marketing and Business Development (MBD) and Events

• 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.

Expected behaviours

• Displays discretion, good judgement 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.