AJ Chambers are working with a Silver Circle Law Firm in the City of London who are looking for an experienced and highly organised Executive Assistant to provide proactive, high-quality support to Tax Partners within a leading professional services environment.
This is a varied and high-profile role, suited to someone who enjoys working closely with senior stakeholders, managing competing priorities and taking ownership of their workload. You will act as a trusted partner to the Tax Partners, ensuring their time is managed effectively and that they have the administrative, client and business support they need to focus on their clients and wider responsibilities.
You will work closely with colleagues across the wider business, including Practice Support, Finance, Business Development and Document Production, to ensure a seamless and professional service.
Key Responsibilities
Executive & Diary Management
- Provide comprehensive day-to-day support to Tax Partners.
- Proactively manage complex diaries, ensuring priorities, deadlines and commitments are effectively coordinated.
- Act as a key point of contact for internal and external stakeholders.
- Anticipate diary clashes and competing priorities, resolving issues before they arise.
- Arrange meetings, conference calls, meeting rooms and associated requirements.
- Coordinate travel and accommodation, preparing detailed itineraries where required.
- Prepare meeting agendas, papers, presentations and briefing materials.
Client & Relationship Management
- Build strong working relationships with clients, contacts and internal stakeholders.
- Manage client communications professionally and efficiently.
- Respond to routine client queries and ensure messages and actions are followed up promptly.
- Maintain a strong understanding of key clients and contacts to support effective relationship management.
- Handle confidential and sensitive information with discretion at all times.
Business Development & Marketing
- Work with the Business Development and Marketing teams to support client and business development activity.
- Coordinate client meetings, events and hospitality.
- Assist with pitches, tenders and presentations.
- Support directory submissions and other marketing initiatives.
- Assist Partners with LinkedIn and other professional communications.
- Maintain accurate and up-to-date client and contact information within the firm's CRM system.
- Ensure relevant business development activity and opportunities are recorded appropriately.
File & Matter Management
- Assist with opening and closing client files and matters.
- Maintain accurate electronic and hard-copy filing systems.
- Monitor key dates and deadlines.
- Ensure documentation and records are maintained in line with firm procedures.
- Support compliance processes and ensure relevant information is kept up to date.
Financial & Administrative Support
- Assist with billing, expenses and other financial administration.
- Support credit control activities and follow up on outstanding matters where appropriate.
- Assist with client and event billing.
- Process expenses and support payment and transfer requests.
- Liaise with Finance and other internal teams to resolve queries efficiently.
- Draft correspondence and communications on behalf of Partners where appropriate.
General & Team Support
- Work collaboratively with other Executive Assistants, PAs and support teams to provide a consistent and high-quality service.
- Provide cover for colleagues during periods of absence.
- Identify opportunities to improve processes and introduce more efficient ways of working.
- Take ownership of projects and administrative initiatives as required.
- Support the Partners with ad hoc requests and changing priorities.
- Keep up to date with firm-wide systems, procedures and technology.
What We’re Looking For
We are looking for someone who is:
- Experienced as an Executive Assistant, Legal PA or similar senior support role within a professional services environment.
- Ideally experienced in supporting Partners, senior executives or other senior stakeholders.
- Highly organised, proactive and able to manage multiple priorities.
- Confident working with senior stakeholders and external clients.
- An excellent communicator, both verbally and in writing.
- Comfortable taking ownership and making decisions where appropriate.
- Able to anticipate requirements rather than simply respond to requests.
- Calm and professional when working under pressure.
- Highly accurate with excellent attention to detail.
- Discreet and trusted when handling confidential and commercially sensitive information.
- A collaborative team player who is willing to support colleagues and contribute to a positive team environment.
- Technically confident, with strong Microsoft Office skills and the ability to learn new systems quickly.
- Flexible and adaptable, with a positive approach to change.
This is a great opportunity to work within a busy team offering hybrid working with excellent benefits package.
For further information please contact Jess at AJ Chambers.