Executive Assistant

My client, a leading International Law Firm are looking for an experienced Executive Assistant to join their Legal Admin Services team supporting fee earners and clients, Arabic and English at business level will be required for this position.

• Manage complex diaries across multiple time zones, anticipating scheduling challenges, coordinating multiple stakeholders and ensuring meetings run seamlessly.
• Maintain organised electronic and hard copy filing systems, consistently applying naming conventions to ensure documents are stored securely and can be easily retrieved.
• Coordinate and prioritise workloads with fee earners, using commercial awareness to understand upcoming deadlines and redistribute tasks where needed.
• Prepare and collate meeting materials, ensuring all documents are complete, circulated in good time and supported by clear action tracking and follow up.
• Arrange international travel, visas and itineraries, ensuring all bookings comply with the Travel Policy and support fast changing schedules.
• Coordinate logistics for global visitors, including room bookings, access requirements and supporting documentation to ensure a smooth experience.
• Manage photocopying, printing, scanning and courier requirements, ensuring all physical and digital materials are delivered accurately and on time.
• Support partners in maintaining up to date PDPRs, ensuring documentation is accurate and aligns with practice area priorities.

• Build strong relationships with internal and external clients, developing a working knowledge of their teams and priorities to support effective service delivery.
• Support marketing activities, including conducting research, preparing pitch materials and assisting with presentation development for business growth.
• Assist business development initiatives, coordinating events, supporting directory submissions and ensuring tasks are delegated and completed.
• Maintain and update the CRM system, ensuring client information is accurate, timely and fully actioned to support relationship-building efforts.
• Participate in team meetings, taking clear notes, tracking actions and ensuring agreed tasks are progressed within relevant time frames.
• Oversee the onboarding of new clients and matters, ensuring compliance requirements are met and documentation is completed accurately and promptly.
• Prepare compliance documentation, including engagement letters and relevant forms, ensuring they meet firm standards and are circulated appropriately.
• Attend WIP and credit control meetings, actively participating in discussions and ensuring actions are completed within agreed timelines.
• Review WIP reports, identifying priority matters for billing and raising potential write offs, debtor issues or credits with fee earners.
• Coordinate partner billing processes, gathering disbursements, generating prebills, completing checklists and ensuring all billing stages are accurately completed.
• Prepare and dispatch invoices, ensuring they are issued promptly and uploaded to the delivered bills system.
• Process disbursements and client payments, completing all necessary checks and ensuring accurate financial record keeping.
• Support client audits, producing draft materials and ensuring documentation is collated and organised.
• Ensure expenses, receipts and contact reports are filed correctly, maintaining accurate financial records across all matters.

• Act as a gatekeeper for fee earners, managing messages with discretion, triaging priority requests and ensuring timely responses are issued.
• Monitor and prioritise emails and post, using initiative to manage inboxes during fee earners’ absence and introducing systems to improve efficiency.
• Draft high-quality correspondence and documents, including agendas, presentations and spreadsheets, ensuring accuracy, clarity and a professional tone.

• Delegate document production and transcription, setting appropriate timelines, ensuring quality checks and supporting efficient workflow.
• Ensure compliance with Records Management procedures, carrying out regular file maintenance and managing documents intended for off site storage.
• Conduct regular file reviews, closing matters promptly and ensuring all required documentation is complete.

Apply today for immediate consideration!