Executive Assistant

About the Role

Primary purpose: The Executive Assistant provides a range of executive, secretarial and administrative support to the Partner, senior fee earners and wider team of lawyers to achieve client and organisational objectives.

Using a strong legal support background, forward thinking approach and initiative the Executive Assistant takes on full responsibility for the following:

• Executive level one on one support to a Partner
• Effective time management to complete tasks efficiently and meet deadlines
• Inbox and email management, high volume distribution of correspondence with great attention to detail
• Diary management, including organising internal and external client meetings and arranging flights and accommodation
• Act as the Partner's point of contact, analyse and assess requests in order to prioritise matters to facilitate the optimal use of the Partner's time
• Prepare, coordinate and review high level communication including correspondence and advices
• Manage competing priorities and provide consistently high levels of support, given heavy workloads, short deadlines, and the need to maintain confidentiality and act with discretion
• Monthly billing, including ensuring that client SLA's and specific billing requirements are followed
• Attending to client and matter queries, including managing the process of opening new clients and matters, through to closure of a matter
• Capturing and recording fee earner business development activities and liaising with clients
• Ability to develop excellent working relationships with external/internal clients
• All other ad hoc duties as required.

Client and matter

• Attending to client and matter queries
• Assisting lawyers with various paralegal tasks including drafting of Court documents and attending to Court e-filing
• Downloading and saving documents in accordance with naming guidelines and conventions
• Liaise with internal and external clients, assisting with queries and directing as appropriate providing a professional and friendly level of service at all times
• Assisting with the preparation of court documents which includes labelling, indexing, preparing files, briefs to counsel, court bundles and bibles
• Liaising with third parties.

Finance

• Process third party invoices and disbursements
• Compile and prepare fee earner expenses
• Timesheet management using the firm's time management system, Intapp Time
• Provide assistance with the preparation of client reports.

Business Development

• Maintain and update client contact lists and enter fee earner business development activities in the firm's client contact database, InterAction.

This job description provides an overview of the main responsibilities for an employee in the role of Executive Assistant.  As an Executive Assistant you will be required to provide high level administrative assistance to the practice group leader.  As a core member of the Legal Support Team you will also be expected to work as part of a team providing additional secretarial assistance to other secretaries and fee earners within or outside of your allocated practice group.

About You

Providing senior level legal support to the Partner and broader team, the successful candidate will have the following skills and experience:

• Minimum 3 years' legal admin or professional services experience
• Proficiency across all Microsoft Office applications
• Superior attention to detail
• High level of professionalism and service excellence with clear and concise communication
• Flexibility to work autonomously and as part of a team environment
• Experience with Elite 3E and iManage will be highly regarded
• A positive attitude to work, and an adaptable and collaborative approach

Reporting Structure

In addition to any Partner reporting lines, all Legal Support will report to the Legal Support Manager.

When you work at Clyde & Co, you join a team of 500 partners, 2,400 lawyers, 3,200 legal professionals and 5,500 people in nearly 70 offices and associated offices worldwide. Our values are the principles that guide the decisions we make, unite us in our endeavours and strengthen our delivery, for both our clients and our firm. We work as one, excel with clients, celebrate difference and act boldly. We are committed to operating in a responsible way by progressing towards a diverse and inclusive workforce that reflects the communities and clients it serves. We are devoted to providing an environment in which everyone can realise their potential, using its legal and professional skills to support its communities. We do this through pro bono work, volunteering and charitable partnerships, and minimising the impact it has on the environment, including through our commitment to the SBTi Net-Zero standard and the setting of ambitious emissions reduction targets.

We offer a range of tailored benefits and support, including healthcare, retirement planning and wellbeing initiatives.

Clyde & Co is proud to be an equal opportunities employer. Our core values encourage us to support fairness, celebrate diversity and prohibit all forms of discrimination in the workplace to allow everyone to excel at work. Therefore, we welcome and encourage all applications from suitably qualified individuals, regardless of background or identity.

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