Executive Assistant – Family Law

Salary: £48,000 – £54,000 per year

This dynamic mid-sized law firm are now recruiting following an internal promotion. Renowned for their collaborative environment, this is a fantastic opportunity to join as an EA, predominately supporting in the Family Team. The firm offer flexible working with hot desking, and a hybrid week split between the office and home.

Job Purpose

To deliver exemplary EA services covering a variety of legal and business support duties, enabling high level day to day operations across the team. To contribute to the ongoing development of the firm’s workflow processes and procedures. To work closely with team members and (Senior) Secretaries to ensure an efficient, proactive, and professional service for both internal customers and external clients. To support the team in financial management billing processes and in the proactive management of WIP and aged debt.

Department EA management

* Provide proactive EA management for the Partners and Department, ensuring all legal administration and support requirements are delivered promptly and executed to a high standard and deliver general legal secretarial admin, such as file opening, billing

* Format legal documents to approved house standard and style

* Check performance as needed and be a motivational guide for any improvements

* Ensure any issues arising are communicated to the relevant team member – offer a proactive approach to problem identification and possible solution

* Schedule monthly team meetings. Draft agenda for HOD approval/Take minutes of meetings if requested and ensure these are distributed promptly

* Arranging guest speakers from various departments as needed

* Key contact list (clients/affiliate referrals etc) Folders etcManage team members ‘diaries and Outlook calendars as directed

* Sort travel arrangements for the team as needed for both UK and international travel

* Assist with setting up meeting rooms for large meetings and events as needed

* Book external Seminars/Webinars and assist with webinar delivery hosted by the team

* Coordinate conference calls, Zoom, Teams etc for the team, as required

* Distribute documentation internally and externally, electronically or hard copy

* Ensure all team electronic and hard copy filing is managed in a timely and efficient manner, in strict accordance with firm procedures

* Delegate large copying/printing jobs to Office Services team as needed

Business process support

* Ensure the firm’s agreed core processes are followed – support the team to operate consistently

* Be responsible for the smooth project management of team initiatives e.g.

* New Joiner requirements with HR/1-2-1 check-in’s

* CPD training needs and supporting Fee Earners to ensure an up-to-date log

* Liaise with Finance and Credit Control concerning the proactive management and reduction of aged WIP & debt, working with Heads of Department/Fee Earners as needed

* Work as needed to improve the department’s financial performance against targets

* Ensure all team (Senior) Secretaries follow WIP processes

* Proactively assist and manage the team’s IT queries/issues, to include liaison with internal IT support and the Software Training & Application Advisor (and if necessary, the firm’s external IT provider)

* Ensure the team is aware of any consequent change/update and able to implement

* Assist the Fee Earners with preparing Court bundles/Client bibles or other client related work where capacity allows and where chargeable hours are recorded

* Alert any holiday/sickness absence issues/Support HR with any required recruitment as requested