AJ Chambers ®
Legal EA
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About the Role
We are working with a well-established and internationally recognised law firm who are looking to recruit an experienced Executive Assistant to provide 1:1 support to the Senior Partner.
This is a high-profile and varied position, offering the opportunity to work closely with the firm's Senior Leadership Team and interact regularly with Partners, senior management and key Business Services teams including Finance, HR, Marketing, IT and ICS.
The Senior Partner balances significant management responsibilities alongside a substantial fee-earning practice, acting for a number of high-profile private clients. The successful EA will therefore have exposure to both senior-level business operations and important client relationships.
This role would suit an experienced Senior Executive Assistant, Partner EA or PA who is highly organised, proactive and commercially aware, with the confidence and emotional intelligence to operate effectively at the most senior levels of an organisation.
Key Responsibilities
- Provide proactive, confidential and high-level 1:1 support to the Senior Partner, managing a complex and varied workload.
- Take ownership of the Senior Partner's busy diary, coordinating meetings and appointments across different time zones and international public holidays.
- Forward-plan meetings and commitments, often scheduling several months or more than a year in advance.
- Proactively manage and monitor the Senior Partner's inbox, identifying urgent matters and drafting or responding to correspondence where appropriate.
- Filter incoming communications, prioritising requests and dealing with queries professionally and efficiently.
- Coordinate internal and external meetings, including preparing agendas and papers, arranging speakers, booking rooms and catering, and ensuring all IT requirements are in place.
- Attend meetings and take accurate minutes, recording and following up on key actions.
- Arrange complex UK and international travel, including flights, accommodation, transfers and relevant travel documentation.
- Prepare briefing papers and ensure the Senior Partner is fully prepared for upcoming meetings and commitments.
- Manage confidential documents, correspondence and information with a high degree of discretion.
- Maintain an organised and robust electronic filing system for the Senior Partner's management workspace.
- Work closely with other SLT Executive Assistants to ensure a coordinated and collaborative approach across the leadership team.
- Provide cover for other Executive Assistants during periods of absence when required.
- Prepare, proofread and format documents and correspondence to a high standard.
- Process expenses and invoices accurately and in a timely manner.
- Manage conference memberships and enrolments on behalf of the Senior Partner.
- Assist with maintaining the Senior Partner's LinkedIn profile and associated marketing activity.
- Support the completion of regulatory declarations and annual filings where required.
- Be comfortable managing last-minute changes, urgent requests and shifting priorities.
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Client Support
- Coordinate client meetings and associated travel arrangements.
- Liaise directly with high-profile clients and their representatives in a professional and discreet manner.
- Work closely with other fee earners supporting matters alongside the Senior Partner.
- Provide holding responses to client enquiries on behalf of the Senior Partner.
- Help monitor deadlines and ensure the wider fee-earning team is progressing work as required.
- Assist with the monthly billing process in conjunction with the Revenue Control team.
- Build strong and trusted relationships with both internal and external clients.
Communication & Senior Leadership Support
- Draft and produce regular communications and updates on behalf of the Senior Partner.
- Liaise with the Senior Leadership Team and Business Services departments to support the communication of key firm-wide messages.
- Develop strong working relationships across all levels of the firm.
- Act as a trusted point of contact and ensure information is communicated accurately, efficiently and sensitively.
Projects & Process Management
- Take ownership of ad-hoc projects and initiatives as required by the Senior Partner or Senior Leadership Team.
- Identify opportunities to improve processes and ways of working.
- Support the wider SLT EA team with the development and implementation of effective administrative processes.
- Ensure all relevant legal and regulatory requirements are adhered to.
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Skills & Experience
Essential:
- Previous experience supporting a Partner, Senior Partner, Executive or senior-level individual within a law firm.
- Previous experience within a partnership is essential.
- Excellent organisational and time-management skills, with the ability to manage complex and competing priorities.
- Strong written and verbal communication skills.
- Excellent attention to detail and accuracy.
- Strong working knowledge of Microsoft Office, including Word, PowerPoint and Excel.
- Previous experience of process management and coordinating complex projects.
- Ability to take clear and accurate meeting minutes.
- Strong numeracy and literacy skills.
- Experience handling confidential and sensitive information with complete discretion.
Person Specification
- Highly proactive and able to anticipate the needs of a senior individual rather than simply responding to requests.
- Confident building trusted relationships with Partners, senior management, clients and colleagues.
- Excellent interpersonal skills, with the emotional intelligence to understand different personalities and working styles.
- Confident influencing and negotiating with stakeholders at all levels.
- A self-starter who is comfortable working independently and using their own initiative.
- Strong problem-solving skills and the ability to remain calm and organised under pressure.
- Flexible and adaptable, with the ability to respond quickly to changing business and client requirements.
- A collaborative team player who is also confident taking ownership of their own workload.
- Discreet, professional and highly trustworthy.
- Willingness to work outside of standard hours when required, particularly when supporting international clients and senior-level business commitments.
If you feel you would be suitable please apply directly or contact Jess at AJ Chambers.
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Jessica, London