Reed Smith LLP
Executive Assistant
London
Posted 1 day ago
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Key Responsibilities
- Responsible for a variety of billing-related tasks, including generating and sending invoices, tracking payments, and managing financial records.
- Assist in monitoring the billing process as required using 3E.
- Assist in preparation of bill narratives and draft cost details as required.
- Raise, monitor and issue appropriate cheques for clients or third parties as required.
- Record time for fee earners in their absence or as required.
- Communicating with clients and/or outside co-counsel on fees, invoices and ad hoc queries.
- Maintaining record of client specific rates and billing requirements.
- If required, maintaining and updating trackers for key clients or projects.
- Manage fee earner's calendars.
- Arrange conference calls, meetings, VCs, catering.
- Coordinate some travel arrangements, including taxis, accommodation and expense forms as appropriate. Unusually, this partner books most flights herself using the firm's travel agents in the US.
- Processing expenses.
- Prepare and collate papers ahead of meetings.
Administration
- Deal with incoming and outgoing mail.
- Monitor emails promptly as required and forward/action as necessary.
- Establish and maintain effective and accurate filing systems (both hard copy and electronic).
- Assist in opening new clients and matters (including KYC and AML processes) as required.
- Utilise all global resource hubs.
- Involvement in copyright, gaming, AI and contract work.
Customer Service
- Deal with internal and client calls in a timely, confident, helpful and polite manner, passing on accurate messages promptly and actioning where necessary.
- Deal with visitors in a confident and professional manner.
- Keep client contact details as up to date as possible.
- Discretion is needed, this role is supporting a member of the Firm's Executive Committee.
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Teamwork
- Attend training courses as required.
- Attend EA meetings as required to keep up to date with firmwide procedures, current issues and add value to the EA practice.
- Contribute to the team being proactive and helpful to colleagues and other fee earners by providing assistance during busy periods and covering for other fee earners in colleague's absence.
- Effectively manage and prioritise work.
Document Production & Technical Skills
- Produce, format and edit legal documents efficiently and accurately sourced through digital dictation, hard copy and audio.
- Prepare PowerPoint presentations and Excel spreadsheets.
- Draft simple correspondence.
- Undertake photocopying, scanning and faxing.
Key Skills, Attributes and Experience
Skills
- Strong EA skills.
- Excellent communication and interpersonal skills.
- Extensive organisational skills and attention to detail.
- Able to manage pressure and conflicting demands on time.
- A committed team player.
- Proactive and enthusiastic.
- Able to use initiative and problem solve.
- Able to work and make decisions independently.
- Commercially aware.
- Able to set up and manage data sites.
- Able to use Land Registry Direct.
- Able to use Searchflow and manage the process of obtaining searches from start to finish.
- Able to manage the process of deeds scheduling and storage.
- Docusign.
- Knowledge of Orbital Witness (although not essential).
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Practical Experience/Academic Qualifications
- Minimum of 5 GCSEs or equivalent including English and Maths and/or a minimum of 4 years' EA experience in a corporate/professional services environment.
Office Skills
- Extremely high level of proficiency with Microsoft Office specifically:
- Word and Outlook.
- Good knowledge of PowerPoint and Excel.
- Typing speed of at least 60 wpm.
- Knowledge of iManage and 3E.
Functional Skills
- Ability to understand the organizational structure of the Firm including office locations, roles and responsibilities of key people and firm strategy.
- Able to utilise accounting, operational and administrative applications as relevant to area of responsibility.
- Able to understand legal industry requirements and guidelines as relevant to role.
- Can identify and classify legal documents, and organise and file them according to standard firm practice.
- Able to file documents electronically with third parties.
- Ability to maintain accurate court information regarding local rules and procedures for the different courts and jurisdictions serviced.
- Can understand the basic terminology and transactions of applicable practice area and clients.
- Able to understand the client engagement process and ensure compliance of time and expense reporting requirements.
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Skills
Executive Support
Billing Management
Calendar Management
Document Production
Client Communication
Travel Coordination
Expense Processing
KYC/AML Processes
Microsoft Office
Digital Dictation
iManage
3E
Land Registry Direct
Searchflow
Docusign
Time Recording
Location