Executive Assistant - 12 Month Fixed Term Contract

For internal candidates if you would like to apply for this vacancy please note that it is for an initial fixed period of 12 months. If your application is successful the Firm would be under no obligation to keep your current job open for you to return to. However, the role may also be considered on a secondment basis, in which case you would be able to return to your substantive role at the end of the secondment. Before applying, please discuss your application with your Line Manager or Career Development Partner in order to make them aware of your intentions and to discuss whether it is possible to accommodate your application at this time. The role The Executive Assistant (EA) provides proactive, high-quality support to the Firm's most senior and high velocity stakeholders, enabling the effective management of priorities, communications, commitments and optimising partner time spent on matter and client management in a fast-paced environment. The role requires a high level of discretion, sound judgement, stakeholder management and organisational skills.  Alongside this, the role is centred on managing competing demands, anticipating needs and acting as a trusted point of contact to ensure stakeholders operate efficiently and focus on strategic priorities. The EA will demonstrate strong judgement, discretion and adaptability, working flexibly across shifting priorities and stakeholder needs. Operating within a dynamic and evolving environment the EA will coordinate activities, facilitate communication and leverage digital and AI-enabled tools to streamline processes and enhance productivity. The EA role may involve greater taking responsibility for stakeholder management, prioritisation, governance support, confidential matters, complex diary and meeting orchestration, cross-functional coordination, and acting as a trusted adviser or point of contact. The EA will handle highly sensitive and confidential information relating to clients, partner matters, financial performance, people issues and firm strategy. A high level of discretion, sound judgement and professionalism are essential. The role requires flexibility, adaptability and a proactive approach, including availability to provide out‑of‑hours support when required to manage urgent matters, travel disruptions or time‑critical communications. The role will typically support a ratio of between 1:2 to 1:4 Partners and/or equivalent Senior Business Leaders Who you will work with The EA will work closely with: Senior and high velocity stakeholders  Partners and Business Professionals Fellow EA's Business Professional Teams including Business Development & Marketing; Brand, Communications and Public Affairs; Finance, HR, IT and other functions Other Internal and external stakeholders Strong, collaborative relationships will be key to ensuring seamless support and effective information flow What you will do Stakeholder Management and Alignment Build trusted working relationships, understanding stakeholder preferences and priorities Adapt working styles to align with evolving business needs and stakeholder requirements Act as a key point of contact for internal and external stakeholders Ensure communication is clear, timely and professional Prepare for meetings through briefings, agendas, meeting packs and forward planning. Client & Business Support Support the coordination of client, matter-related and internal activities arising from the Partner’s priorities, including meetings, follow-up actions and stakeholder engagement Organise client and internal meetings, client dinners and small-scale events, and coordinate with relevant support teams where additional specialist input is required Prepare, maintain and update agreed records, contact information and activity data in firm systems in line with firm processes Assist with the administration and follow-through of relationship, matter and profile-related information, including helping to ensure information is captured accurately and on a timely basis Liaise effectively with internal stakeholders and external contacts, including the assistants of key clients and other senior stakeholders, to support efficient coordination and communication Support the preparation and organisation of materials, logistics and related information required for meetings, visits and other priority activities Track actions and follow-ups to ensure delivery against commitments Provide matter management support from end to end as needed Coordinate support for time recording, expenses, invoices, e‑billing requirements and pre‑billing processes Diary and Scheduling Management Proactively manage complex and frequently changing diaries, scheduling internal and external meetings across multiple time zones and resolving conflicts in line with business needs. Full inbox and communication management, including triaging, drafting responses, issuing holding messages, monitoring time sensitive requests and ensuring timely follow‑through. Coordinate internal and external meetings to ensure effective use of time Anticipate scheduling conflicts and resolve issues proactively through forward planning Provide out‑of‑hours support when required, including monitoring emails, calls and messaging platforms and responding to time sensitive matters Travel, Logistics & Events Arrange and manage all aspects of domestic and international travel, including flights, accommodation, visas, itineraries, transport, expenses and invoices. Provide proactive support for travel changes, disruptions, and  alternative arrangements as needed. Organise internal and external events, client meetings, team offsites, retreats and hospitality, including venue research, invitations, RSVPs, logistics. Materials and on‑site coordination. Governance, Compliance & Operations Support adherence to firm policies, processes and regulatory requirements Contribute to effective document and information management practices Identify opportunities to improve efficiency and enhance ways of working Leverage Microsoft and AI-enabled tools to streamline activities, identify opportunities for automation and reduce manual effort Work with peers and specialist groups to enhance the value of the data and knowledge available to the partner, collaborate on new ways of working and continuous improvement. Financial and Matter Management Manage matter and financial administration throughout the matter lifecycle. Support matter inception, onboarding, and matter set-up activities. Coordinate budgeting, billing, e-billing compliance, and financial reporting. Monitor WIP, billing, and debtors, driving actions to support cash collection. Process expenses, invoices, and payments in line with firm requirements. Support fee earners with time management and financial administration. Prepare client and management financial communications and reporting. Maintain accurate matter records and ensure compliance with firm policies. Collaborate with legal, finance, and business support teams to support efficient matter delivery. Your experience Skills & Attributes Strong organisational skills while able to remain calm and considered when under pressure. Confident, calm and resilient under pressure, with strong judgement and decision‑making capability. A high level of discretion and integrity, recognising the confidentiality obligations associated with the role. Proactive and solution focused, with the ability to anticipate needs and identify improvements. Strong written and verbal communication skills, able to engage with senior stakeholders and clients. Detail‑oriented, with a commitment to high standards and quality delivery. Comfortable taking responsibility for tasks while remaining aligned with wider teams and stakeholders.  Able to provide constructive input and prioritise effectively Proactively seeks opportunities to develop and share best practices