Executive Assistant

Key responsibilities

• Responsible for a variety of billing-related tasks, including generating and sending invoices, tracking payments, and managing financial records.
• Assist in monitoring the billing process as required using 3E
• Assist in preparation of bill narratives and draft cost details as required
• Raise, monitor and issue appropriate cheques for clients or third parties as required
• Record time for fee earners in their absence or as required
• Communicating with clients and/or outside co-counsel on fees, invoices and ad hoc queries
• Maintaining record of client specific rates and billing requirements
• If required, maintaining and updating trackers for key clients or projects
• Manage fee earner's calendars
• Arrange conference calls, meetings, VCs, catering
• Coordinate some travel arrangements, including taxis, accommodation and expense forms as appropriate. Unusually, this partner books most flights herself using the firm's travel agents in the US.
• Processing expenses.
• Prepare and collate papers ahead of meetings

Administration

• Deal with incoming and outgoing mail
• Monitor emails promptly as required and forward/action as necessary
• Establish and maintain effective and accurate filing systems (both hard copy and electronic)
• Assist in opening new clients and matters (including KYC and AML processes) as required.
• Utilise all global resource hubs

Customer Service

• Deal with internal and client calls in a timely, confident, helpful and polite manner, passing on accurate messages promptly and actioning where necessary
• Deal with visitors in a confident and professional manner
• Keep client contact details as up to date as possible

Teamwork

• Attend training courses as required
• Attend EA meetings as required to keep up to date with firmwide procedures, current issues and add value to the EA practice
• Contribute to the team being proactive and helpful to colleagues and other fee earners by providing assistance during busy periods and covering for other fee earners in colleague's absence
• Effectively manage and prioritise work

Document production & technical skills

• Produce, format and edit legal documents efficiently and accurately sourced through digital dictation, hard copy and audio
• Prepare PowerPoint presentations and Excel spreadsheets
• Draft simple correspondence
• Undertake photocopying, scanning and faxing KEY S K ILLS, A T T R IB UT E S AND E X P E R I ENCE :

Skills

• Strong EA skills
• Excellent communication and interpersonal skills
• Extensive organisational skills and attention to detail
• Able to manage pressure and conflicting demands on time
• A committed team player
• Proactive and enthusiastic
• Able to use initiative and problem solve
• Able to work and make decisions independently
• Commercially aware
• Able to set up and manage data sites
• Able to use Land Registry Direct
• Able to use Searchflow and manage the process of obtaining searches from start to finish
• Able to manage the process of deeds scheduling and storage
• Docusign
• Knowledge of Orbital Witness (although not essential)

Practical Experience/Academic Qualifications

Minimum of 5 GCSEs or equivalent including English and Maths and/or a minimum of 3 years' EA experience in a corporate/professional services environment

Office skills

Extremely high level of proficiency with Microsoft Office specifically:

• Word and Outlook
• Good knowledge of Powerpoint and Excel
• Typing speed of at least 60 wpm
• Knowledge of iManage and 3E

Functional skills

• Ability to understand the organizational structure of the Firm including office locations, roles and responsibilities of key people and firm strategy
• Able to utilise accounting, operational and administrative applications as relevant to area of responsibility
• Able to understands legal industry requirements and guidelines as relevant to role
• Can identify and classify legal documents, and organise and file them according to standard firm practice
• Able to files documents electronically with third parties
• Ability to maintain accurate court information regarding local rules and procedures for the different courts and jurisdictions serviced
• Can understand the basic terminology and transactions of applicable practice area and clients
• Able to understand the client engagement process and ensure compliance of time and expense reporting requirements.