Executive Assistant - #2117979

This role provides comprehensive Executive Assistant services to the local team. To succeed in the role, you will work closely with Team Leaders and Regional Executive Services Managers and utilise the internal resources available to you including the Document Production team, Administrative Assistants and Business Services.

The person
Given the challenges of this role, it is likely that your background and experience will include having spent some time working in a professional services environment. You may additionally have experience of providing executive services level support to lawyers or similar professionals. You will be a natural organiser who thrives in a role that requires multi-tasking and working with a variety of people across the business.

The role additionally requires someone who will manage multiple lawyers and delegate where appropriate using the support teams available; is confident in setting and prioritising their own work agenda; is organised and methodical in how they approach their work; has good written as well as verbal communication skills; has excellent attention to detail, communicates effectively and works well within a team; is confident and able to build sustainable relationships with internal and external clients; and is willing to take on new responsibilities and challenges, whilst remaining resilient.

Key Duties

• Manage and attend team and project meetings, taking minutes where required, preparing meeting arrangements including booking travel (this may include overseas travel), rooms, catering, accommodation, desks, equipment and updating internal business development calendars; plan, arrange and attend events including liaising with business support teams and updating attendee lists or reports; engage in networking in order to build relationships and raise the business profile, to include use of external media platforms such as LinkedIn, etc; manage email bounce backs, processing feedback forms and logging referrals and activities; support lawyers with legal directory submissions and updating lawyer biography/CVs and sector pages; and assist with updates and newsletters to clients, including adding to mailing lists.
• Deliver outstanding client service by looking for improvements, speaking up and taking responsibility; receive verbal and written instructions and see them through to conclusion; work proactively and use own initiative to progress tasks; undertake client/matter creation and updating tasks, alerts, reserves, estimating tools and ensuring these are kept up to date and accurate throughout matter life; ensure compliance process is followed, including carrying out conflict checks, matter risk assessments and liaising with Central Inception team and clients for ID; run client financial reports; use our digital technology to update and manage in-house data systems such as Collaborate, Volume Control and Dialogue; participate in the running of helplines, websites, phone calls and logging referrals, which may include liaising with clients, counsel and other professionals; be a point of contact to assist with client and matter contact queries; initial drafting of correspondence and legal documents; and coordinate file reviews.
• Coordinate diary appointments ensuring papers, itineraries and all other arrangements are in place; and add key dates and reminders to diaries and matter files.
• Hold regular financial housekeeping meetings with lawyers, printing billing guides and preparing breakdown of costs and liaising with the finance team; raise draft proformas; help prepare and despatch client invoices with covering correspondence; liaise with counsel and experts regarding fee notes and outstanding bills; deal with general day to day client and finance queries; prepare finance forms including generating purchase orders; update internal reporting systems; manage standard annual rate review letters and terms of business; complete timesheet input for sickness/holidays/own time where appropriate; and manage lawyer/business support expense claims.
• Prioritise tasks effectively, including managing emails, monitoring inboxes, meeting deadlines, progressing instructions, providing regular updates and managing expectations; communicate effectively with lawyers and internal support teams, such as Business Support, Administrative Assistants and Document Production teams in order to meet required deadlines; provide clear instructions and review in order for high quality work to be completed; manage and update specific client spreadsheets; and manage multiple lawyers and delegate where appropriate using the support teams available.
• Pre-employment screening If we offer you a role, we will conduct comprehensive pre-employment screening. This screening will include, but is not limited to, a basic DBS, verification of your right to work, a three year employment history and a self-declaration to assess your character and suitability for the role. Full details of our pre-screening employment process are available upon request.

The package
As you would expect, the firm offers a generous salary and benefits.

If you’d like any more information about Mills & Reeve take a look at our website.

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