Executive Assistant

AJ Chambers is partnered with a well‑established law firm based in the City of London recruiting for an EA on a 12 month FTC.

The primary purpose is to help Partners maximise their time spent on client and business development activities by efficiently managing their day‑to‑day workload and providing proactive support.

Responsibilities

• Manage complex diaries and schedules, ensuring all appointments are up to date and fee earners are well‑prepared.
• Arrange meetings and conference calls, including room bookings, refreshments, and logistics.
• Organise detailed travel itineraries and accommodation arrangements, ensuring all bookings and related documentation are accurate.
• Handle general administrative tasks such as photocopying, printing, filing, archiving, and document distribution.
• Open and close client files in accordance with firm procedures, ensuring proper record‑keeping.
• Use efficient systems and reminders to ensure all short‑ and long‑term tasks are completed within set timeframes.

• Handle incoming telephone calls and correspondence, responding or redirecting as appropriate.
• Monitor and prioritise emails and post, ensuring urgent matters are dealt with promptly.
• Liaise with internal teams and departments on behalf of fee earners.
• Coordinate cover during absences and communicate changes to the relevant team members.

• Support the client care process and maintain up‑to‑date records on the firm’s CRM system.
• Manage and update client contact details and other relevant data.
• Handle basic client queries and administrative requests, especially for key clients.
• Arrange and coordinate client meetings.

• Review and proofread documents, correspondence, and reports for accuracy and presentation.
• Draft and type short or confidential correspondence when required.
• Create and maintain Excel spreadsheets and other working documents.
• Assist fee earners with time recording and ensure all entries are completed daily.
• Support billing and credit control processes by preparing reports and liaising with accounts.
• Request and process payments, cheques, and bank transfers as needed.

• Provide assistance to other PAs and team members as required, particularly during busy periods.
• Answer calls for absent colleagues and take messages as necessary.
• Participate in the departmental lunchtime telephone rota.
• Work collaboratively with colleagues across the firm’s departments and business support teams.
• Carry out any other reasonable duties as requested by management.

Skills and Experience

• Proven experience as a Legal PA, ideally within a Tax, Corporate, Tech or Private Equity department.
• Strong IT skills with advanced knowledge of Microsoft Word, Outlook, Excel, and PowerPoint.
• Excellent written and verbal communication skills.
• High level of accuracy and attention to detail.
• Strong organisational skills and ability to manage multiple priorities effectively.
• Calm and efficient under pressure, with the ability to meet tight deadlines.
• Proactive, dependable, and able to take initiative.
• Professional, approachable, and confident in dealing with colleagues and clients.
• Team player with a flexible attitude and a commitment to providing high‑quality support.

For more information, please apply directly or contact Jess at AJ Chambers.