We are seeking a proactive, highly organised, and professional Executive Assistant to provide first-class secretarial and administrative support to a small group of partners within the Commercial Real Estate team of a High end West End Law Firm. This role requires someone who thrives in a fast-paced, high-pressure environment and can adapt to different working styles while delivering exceptional support.
The successful candidate will play a key role in ensuring partners operate efficiently by managing complex administrative tasks, coordinating business activities, and maintaining strong client relationships. You will work closely with partners, clients, and internal teams to support the delivery of high-quality service standards across the department.
Reporting to the Secretarial Team Leader, this position requires flexibility, strong judgement, and the ability to manage competing priorities effectively. Some flexibility around working hours will be expected.
Key Responsibilities
- Act as a professional and client-focused ambassador for partners, both internally and externally.
- Proactively manage complex diaries, meetings, appointments, and associated logistics to ensure schedules run smoothly.
- Anticipate and resolve diary conflicts and prioritise urgent matters appropriately.
- Manage partner inboxes where required, including drafting responses, escalating urgent matters, and coordinating follow-up actions.
- Support financial and compliance processes, including billing coordination, matter management, and chasing outstanding payments.
- Coordinate WIP and billing meetings, ensuring deadlines are met in collaboration with the wider department and finance teams.
- Take ownership of administrative tasks and deliver work accurately within deadlines.
- Build strong working relationships with partners and establish effective working practices.
- Arrange regular planning meetings with partners to review priorities, schedules, and client commitments.
- Identify and implement operational improvements and best practices to enhance efficiency.
- Attend meetings, prepare minutes, and follow up on agreed actions where required.
- Work closely with Marketing & Business Development teams to coordinate events, seminars, conferences, and client activities.
- Organise end-to-end travel arrangements, including itineraries, accommodation, visas, and currency requirements.
- Develop a strong understanding of the team’s clients, priorities, and business objectives.
- Act as a positive role model within the team and contribute to continuous improvement initiatives.
- Build and maintain effective relationships with internal and external stakeholders.
Candidate Profile
- Previous experience in an Executive Assistant, PA, or senior administrative support role, ideally within a professional services or legal environment.
- Strong organisational and time-management skills with the ability to manage multiple priorities.
- Excellent communication and interpersonal skills.
- High attention to detail and strong problem-solving abilities.
- Commercial awareness and confidence handling confidential and financial information.
- Proactive, adaptable, and capable of working independently.
- Strong IT skills and confidence using Microsoft Office and business systems.
- Ability to remain calm and professional under pressure.
The role will offer excellent benefits and hybrid working.
For further information please contact Ella Britton