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    Executive Administrative Assistant - London, United Kingdom - Stephenson Harwood

    Stephenson Harwood
    Stephenson Harwood London, United Kingdom

    1 week ago

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    Description
    Here you can expect a competitive and fair reward as well as recognition based on all round performance.

    The ability to collaborate with fee earners and clients, provide professional and client-focused support, and build effective relationships, are key to the success of this role.

    Responsibilities will include undertaking complex tasks and projects, providing transactional support, and playing a critical role in managing all routine and daily administrative tasks.

    A flexible and adaptable attitude is essential - as is the ability to take ownership, drive processes and support change within the business.

    This will include extensive arrangements of appointments, conferences and meetings across different time zones and offices, using different processes and IT infrastructure (videoconferencing, tele-conferencing, client office software etc.).

    Develop and maintain a robust file management system for all electronic and hard copy correspondence, and documents, ensuring adherence to naming conventions policy.

    Travel arrangements including liaison with travel company, arranging visas, booking travel and accommodation, arranging currency, preparing itineraries, ensuring compliance with the firm's Travel Policy at all times
    Support lawyers in marketing activities including research and obtaining client information and data, as well as involvement in preparation of pitches and presentations
    Support the internal business development team by undertaking an event secretary role, managing the e-alert process, assisting with legal directory administration and delegating tasks appropriately
    Financial
    Ensure all new client/matter onboarding processes are completed accurately, following up as appropriate and adhering to risk and compliance requirements at all times
    Coordinate and action the production of accurate compliance documents (including drafting engagement letters, critical information and collection proforma, etc.)
    Produce and review WIP reports, identifying matters for billing, write-offs, debtors and client credits

    Manage partners' billing processes:

    agreeing billing dates, gathering disbursements, initiating prebills, complete billing checklist (to include: time transfers, write-offs, applying discounts, returns to WIP, producing drafts and updating Expert as appropriate).

    Using Aderant to assist fee earners with financial queries, producing reports if required
    Using own initiative to manage post and email accounts: screening, prioritising and dealing with incoming emails and post in fee earners absence; Draft high-quality correspondence, engagement letters, documents, agendas, presentations and spreadsheets or other (non-legal) correspondence on behalf of fee earners, actioning responses if appropriate
    Proactively delegating document production and dictation transcription to appropriate resource, providing appropriate timeframes for work and checking returned work if required
    Actively filing documents appropriately within iManage, ensuring compliance with the Stephenson Harwood naming conventions policy
    Following the Records Management policy and procedure, undertaking regular records management of files and papers for fee earners, ensuring all documents are recorded electronically and recording original documents in the Records Management system prior to off-site storage
    Mentoring and coaching junior members of the team
    Most of our roles are hybrid, meaning that colleagues benefit from working in our office and remotely.

    We are happy to discuss this and other flexible working arrangements with you as part of the application and interview process.

    Excellent academic background
    Advanced Microsoft Office skills
    Commercial and financial acumen
    Ability to remain proactive and flexible at all times

    We do not discriminate on the basis of age, sex, race, disability, sexual orientation, culture or any other protected characteristics.

    With 8 offices worldwide and with our headquarters based in London, Stephenson Harwood is a law firm where our people are committed to achieving the goals of our clients - listed and private companies, institutions, and individualsacross the globe.

    Our mix of expertise and culture results in a combination of deep local insight and the capability to provide a seamless international service.

    Our experience encompasses corporate, commercial litigation and arbitration, employment, pensions and private wealth, finance, marine and international trade, and real estate and projects.

    Dedicating the highest calibre of legal talent to overcome the most complex issues, we deliver pragmatic, expert advice that is set squarely in the real world.

    We understand the power of diversity in delivering that high calibre advice to our clients. Teamwork - We work together to build close, long-term relationships

    To be a successful firm where talented people work together in an entrepreneurial environment, building long term client relationships.

    A key part of the 2026 strategy is to focus on five core sectors: decarbonisation, life sciences, private capital & funds, technology, and transportation & trade.

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