Executive Assistant - Dispute Resolution (Team 2)

Role summary/purpose of job

This role is for a proactive and highly competent EA who will provide professional, client focussed support to senior stakeholders in a dynamic and fast-paced environment. This role works closely with other business services teams and resources to deliver effective solutions via the most efficient route possible.

The individual needs to be adaptable, dynamic, and confident in their ability to drive change, influence stakeholders and build relationships. The role offers immense scope and responsibilities that are wide ranging - provides a real opportunity to add value.

This role will provide proactive support across a broad range of responsibilities, including matter and financial management.

Function Overview

The assistant service in London delivers administrative business support to the firm, provided by Administrative Assistants and Personal Assistants from within the Assistant Centre (AC), and by Executive Assistants directly supporting assigned senior level stakeholders. Our service supports stakeholders in the delivery of exceptional services to our global clients and offices, and in a manner that is effective and efficient.

Key responsibilities and deliverables

Practice support

• Proactive inbox and diary management.
• Ability to act on behalf of stakeholder and first point of contact.
• Effective gatekeeping, forward planning and scheduling.
• Proactive flagging and escalation of priority emails.
• Draft high-quality correspondence and communicating on stakeholder behalf.
• Preparation and timely circulation of agendas, materials, minutes/actions, monitor and follow up of actions.
• Highlight priorities and conflicts to stakeholder, source delegates.
• Communicate with clients directly, screening calls and providing responses, including resolving and/or directing enquiries/requests to more appropriate areas in the firm.
• Management of effective Outlook filing system and firm e-filing protocols.
• Oversee progress of meeting logistics delegated to AC e.g. room set-up, refreshments, AV etc.
• Utilise the firm travel agent platform to arrange complex travel, VISAs, itineraries.
• Project management and ownership of tasks delegated to AC as appropriate.
• Support limited personal and partnership administration with external advisor activity e.g. charities, Boards etc.
• Provide administrative and coordination support with management of mentees, team members, trainees (including but not limited to firm feedback and appraisal processes).
• Attend meetings with stakeholders if required to take meeting minutes; proactive follow up on action points.

Administrative and document support

• Liaise with AC to delegate administrative tasks such as expenses, post, couriers, archiving, printing, photocopying, scanning, bundles, basic travel bookings, taxis etc.
• Delegate to AC for assistance with triaging general queries.
• Document creation and amendments of smaller scale, delegating to AC and/or Global Centre as appropriate.
• Maintain effective document/email management and matter filing systems via iManage.
• Ability to produce basic PowerPoint presentations and amend as appropriate.

Matter management

• Provide client and matter relationship support such as client contact, arranging and attending meetings, taking minutes, producing actions.
• Draft client engagement letters.
• Create and maintain holiday charts for matter/project teams.
• Draft and track submission of Experience Capture Forms at matter close.
• Liaise with AC for tasks such as risk checks, CMOs (Client Matter Opening), Matter/project distribution lists, Workspace access, set up of matter work streams and phases.

Financial management

• Arrange WIP updates and billing cycles according to client matter requirements.
• Ensure knowledge and recording of client/matter fee deals and discount rates for billing purposes.
• Work with Billing team to proactively manage WIP and attend routine WIP meetings with stakeholders.
• Communicate regular fee updates as appropriate.
• Prepare personalised letters to accompany client invoices when required.
• Assist with bad debt management and communicate with clients regarding bad debt as required.
• Monitor local budgets and cost schedules.
• Liaise with AC for tasks such as: raising proformas, processing invoices/POs, time recording (ensuring application of correct phases and detailed narratives), 1st draft bill narrative edits (review work once complete), write off …