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Executive Assistant - London - Hybrid

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Reed Smith LLP

13d ago

  • Job
    Full-time
    Mid Level
  • Legal
    People, HR & Administration
  • London

AI generated summary

  • You must have 5 GCSEs, 4 years of EA experience, proficiency in MS Office, 60 wpm typing, knowledge of iManage and 3E, and understanding of legal document management.
  • You will manage calendars, arrange meetings and travel, handle correspondence, assist with billing, maintain filing systems, and support fee earners in daily tasks and client interactions.

Requirements

  • 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 – ideally a legal background.
  • 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
  • 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 files 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.

Responsibilities

  • Manage fee earner’s calendars/inboxes
  • Arrange conference calls, meetings, VCs, catering
  • Coordinate all travel arrangements, including taxis, accommodation and expense forms as appropriate. Travel arrangements for this role can be particularly complex therefore strong experience is imperative.
  • Knowledge of booking meetings in multiple time zones coupled with complex diary management is required.
  • Prepare and collate papers ahead of meetings
  • 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
  • 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
  • Produce, format and edit legal documents efficiently and accurately sourced through [digital dictation], hard copy and audio [limited]
  • Prepare PowerPoint presentations and Excel spreadsheets
  • Draft simple correspondence
  • Undertake photocopying, scanning and faxing
  • 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
  • Assist in monitoring the billing process as required using 3E
  • Assist in preparation of bill narratives, financial edits and draft cost details as required
  • Detailed understanding and experience in billing is desirable, EAs are heavily involved with the billing process
  • 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

FAQs

What is the role of the Executive Assistant at Reed Smith?

The Executive Assistant supports fee earners by managing calendars, arranging meetings and travel, handling correspondence, and assisting with billing processes.

Is prior experience in the legal field required for this position?

While prior legal experience is ideal, a minimum of four years' EA experience in a corporate or professional services environment is also acceptable.

What are the main responsibilities of the Executive Assistant?

Key responsibilities include managing calendars, arranging travel and meetings, document production, client communications, and assisting with the billing process.

What qualifications are needed to apply for this position?

Applicants should have a minimum of 5 GCSEs or equivalent, including English and Maths, and at least 4 years of EA experience in a corporate or professional services environment.

What software skills are required for this role?

Candidates must have a high level of proficiency in Microsoft Office, particularly Word and Outlook, as well as a good knowledge of PowerPoint and Excel.

Are there opportunities for professional development in this role?

Yes, the firm encourages attendance at training courses and EA meetings to keep up to date with firmwide procedures and to enhance professional skills.

Will the Executive Assistant be involved in client interactions?

Yes, the Executive Assistant will be responsible for dealing with internal and client calls, maintaining client contact details, and ensuring timely communication.

Does Reed Smith have a commitment to diversity and inclusion?

Yes, Reed Smith promotes equal employment opportunity for all and is dedicated to making the recruitment process accessible to candidates with disabilities or long-term health conditions.

What is the expected typing speed for applicants?

Applicants should have a typing speed of at least 60 words per minute.

How can candidates apply for this Executive Assistant position?

Candidates can apply by clicking the “Apply Now” button on the job listing to submit their details.

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Reed Smith LLP

Driving progress through partnership

Law
Industry
1001-5000
Employees
1877
Founded Year

Mission & Purpose

At Reed Smith, everything we do is to apply our global experience in law to drive progress for our clients, for ourselves and for our communities. We are focused on outcomes, are highly collaborative and have deep industry insight. When combined with our local market knowledge and innovative mindset, this allows us to anticipate and address the needs of our clients and help them achieve their goals. Our team of 3,000 people (including more than 1,700 lawyers) operate across 31 offices in the United States, Europe, the Middle East and Asia.

Culture & Values

  • Integrity

    We are honest, ethical, equitable and authentic. We do the right thing because it is the right thing to do.

  • Excellence

    We operate at the highest levels, and we are committed to delivering the best possible outcomes for ourselves and our clients.

  • Teamwork and Respect

    We work together and treat each other with dignity and respect at all times. We prize our differences, knowing they are essential to our great culture, our performance and our service delivery.

  • Innovation

    We embrace change. Our ability to innovate enables us to exceed expectations and ensures that we are driving progress for our clients and our firm.

  • Impact

    We strive to deliver the greatest positive impact for our clients, our communities and our firm, working to achieve their goals and ours.

Benefits

  • 25 days' annual holiday

  • Permanent health insurance

  • Life insurance

  • Contributory pension scheme

  • Private medical insurance

  • Cycle to work scheme

  • Discounted gym membership