What we will offer:
We will offer you a place where you can be yourself and where there are no limits on what you can achieve. With us, you can take ownership of your career and have honest conversations throughout. You would join an ambitious firm with a clear strategy for profitable growth where you can get early responsibility and early involvement in growing the business. Here you can expect a competitive and fair reward as well as recognition based on all round performance. This forms part of our internal promise to you, The Deal, between the firm and its employees.
You can expect:
- A Competitive salary and a host of family friendly policies
- Life assurance, Private health and Dental care for you and your family
- A range of flexible benefits including gym discount and retail vouchers
- Tech, cycle and electric car schemes
- The opportunity to support the firm's charity through volunteering leave
- A wellbeing strategy that focuses on preventative measures to maintain overall health, and tools and support for when we experience physical or mental difficulties. The strategy focuses on four pillars: physical, emotional, financial and social aspects.
Team Structure:
This role is for a proactive and highly competent Executive Assistant (EA) who will operate successfully in a pressurised and fast-paced environment. The ability to collaborate with fee earners and clients, provide professional and client-focused support, and build effective relationships, are key to the success of this role.
Responsibilities will include:
Undertaking complex tasks and projects, providing transactional support, and playing a critical role in managing all routine and daily administrative tasks. A flexible and adaptable attitude is essential - as is the ability to take ownership, drive processes and support change within the business.
Main Responsibilities:
Administrative
- Proactively manage, control and fully understand fee earner diary using discretion and business knowledge to prioritise commitments, including extensive arrangements of appointments, conferences and meetings across different time zones and offices.
- Develop and maintain a robust file management system for all electronic and hard copy correspondence, ensuring adherence to naming conventions policy.
- Liaising regularly with fee earners to identify work commitments, prioritising workloads accordingly.
- Prepare for all meetings, including preparation of all pre-reading documentation, follow up and coordinate all meeting actions.
- Travel arrangements including liaison with travel company, arranging visas, booking travel and accommodation.
- Coordinate and assist with global visitors.
- Arrange photocopying, printing, scanning, organising post and couriers, etc.
- Ensuring partner PDPRs are up to date.
Client relationship management
- Build strong and effective relationships with, and develop and maintain a comprehensive knowledge of, internal and external clients and their teams.
- Support lawyers in marketing activities including research and obtaining client information and data.
- Support the internal business development team by undertaking an event secretary role.
- Proactively maintain and update the client relationship management system.
- Attend and contribute to team meetings as required.
Financial
- Ensure all new client/matter onboarding processes are completed accurately, adhering to risk and compliance requirements.
- Coordinate and action the production of accurate compliance documents.
- Attend and actively participate in WIP and credit control meetings.
- Produce and review WIP reports, identifying matters for billing.
- Manage partners' billing processes.
- Preparing covering emails/letters and ensure completed invoices are dispatched in a timely manner.
Communication
- Act as gatekeeper for fee earners, taking appropriate messages.
- Using own initiative to manage post and email accounts.
- Draft high-quality correspondence and documents on behalf of fee earners.
Document and File Management
- Proactively delegating document production and dictation transcription.
- Actively filing documents appropriately within iManage.
- Following the Records Management policy and procedure.
- Undertake regular file reviews, closing finished matters when appropriate.
Additional Responsibilities
- Proactively identify areas of responsibility and tasks to take ownership of.
- Drive processes through to delivery via appropriate workflows.
- Support additional stakeholders and colleagues as and when required.
- Identify and facilitate knowledge sharing within peer group and wider team.
- Mentoring and coaching junior members of the team.
- Identifying areas for continuous improvement and implementing solutions.
Attributes/Skills Required:
- Excellent academic background
- Advanced Microsoft Office skills
- Commercial and financial acumen
- A thorough understanding of working in a professional, service driven environment.
- Confident and professional manner.
- Excellent communication skills.
- Collaborative and supportive of the business and its initiatives.
- Strong organisational skills and excellent attention to detail.
- Reliable, hardworking, work to tight deadlines.
- A strong team player.
This job description is indicative only and does not represent an exhaustive list of responsibilities. The firm reserves the right to alter or change the responsibilities at any time, in line with the firm's strategy and business needs.
We are an equal opportunity employer, committed to having a diverse workforce. We do not discriminate on the basis of age, sex, race, disability, sexual orientation, culture or any other protected characteristics.
About the Firm:
With 8 offices worldwide and with our headquarters based in London, Stephenson Harwood is a law firm where our people are committed to achieving the goals of our clients.
Our experience encompasses corporate, commercial litigation and arbitration, employment, pensions and private wealth, finance, marine and international trade, and real estate and projects.
We understand the power of diversity in delivering high calibre advice to our clients.
Our values:
- Individuality - We encourage creativity and develop talent.
- Commitment - To be the best and deliver the highest standard.
- Teamwork - We work together to build close, long-term relationships.
- Straight talking - We say what we mean and do what we say.
Our vision into 2026:
To be a successful firm where talented people work together in an entrepreneurial environment, building long term client relationships.
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