Executive Assistantâ Marine, Trade and Offshore (no agency submissions)

What we will offer If you require this document in an accessible format (e.g., large print), please contact us.We will offer you a place where you can be yourself and where there are no limits on what you can achieve. With us, you can take ownership of your career and have honest conversations throughout. You would join an ambitious firm with a clear strategy for profitable growth where you can get early responsibility. Here, you can expect a competitive and fair reward as well as recognition based on all-round performance. This forms part of our internal promise to you: The Deal between the firm and its employees.You can expect: A competitive salary and a host of family-friendly policies Life assurance, private health, and dental care for you and your family A range of flexible benefits including retail vouchers The opportunity to support the firm's charity through volunteering leave A wellbeing strategy focusing on preventative measures to maintain overall health, with tools and support for physical and mental difficulties. The strategy is based on four pillars: physical, emotional, financial, and social aspects.Most roles are hybrid, benefiting from both office and remote work. We are happy to discuss flexible working arrangements during the application and interview process.Team Structure This role is for a proactive and highly competent Executive Assistant (EA) who will operate successfully in a pressurised and fast-paced environment. The ability to collaborate with fee earners and clients, provide professional and client-focused support, and build effective relationships is key to success.Responsibilities include undertaking complex tasks and projects, providing transactional support, and managing routine administrative tasks. A flexible and adaptable attitude is essential, as is the ability to take ownership, drive processes, and support change within the business.Main Responsibilities Administrative Proactively manage and control fee earners' diaries, using discretion and business knowledge to prioritise commitments. This includes arranging appointments, conferences, and meetings across different time zones and offices using various processes and IT infrastructure (videoconferencing, teleconferencing, client software, etc.).Develop and maintain a robust file management system for all electronic and hard copy correspondence and documents, ensuring adherence to naming conventions and policies.Regularly liaise with fee earners to identify work commitments, prioritise workloads, and prepare for meetings, including gathering pre-reading materials, following up on actions, and ensuring proper recording and follow-up of all meeting outcomes.Arrange travel, including liaising with travel companies, arranging visas, booking travel and accommodation, and preparing itineraries, all in compliance with the firm's Travel Policy. Coordinate and assist with global visitors.Handle photocopying, printing, scanning, organising post and couriers, etc., and ensure partner PDPRs are up to date.Client Relationship Management Build strong relationships with internal and external clients, maintaining comprehensive knowledge of their teams. Support lawyers in marketing activities, including research, client data collection, and involvement in pitches and presentations.Assist the internal business development team by managing event secretarial tasks, e-alert processes, legal directory administration, and delegating tasks appropriately. Maintain and update the client relationship management system, ensuring follow-ups are actioned. Attend and contribute to team meetings, detailing and progressing action points.Financial Ensure all client/matter onboarding processes are completed accurately, following risk and compliance requirements. Coordinate and produce compliance documents, attend WIP and credit control meetings, and produce and review WIP reports. Manage partners' billing processes, including drafting, approval, and dispatch of invoices, and assist fee earners with financial queries using Aderant. Ensure disbursements and client payments are processed accurately, and undertake client audits and draft documentation. Maintain expense receipts and contact reports.Communication Act as gatekeeper for fee earners, managing messages and follow-ups. Manage post and emails proactively, developing systems to improve efficiency. Draft high-quality correspondence, engagement letters, and other non-legal documents, and respond appropriately.Document and File Management Delegate document production and transcription tasks, ensure proper filing within i Manage, and follow records management policies. Conduct regular file reviews and close finished matters.Additional Responsibilities Identify areas for responsibility and ownership, drive processes to delivery, support colleagues, facilitate knowledge sharing, mentor junior staff, and seek continuous improvement. Maintain strong knowledge of practice areas and business issues to prioritise queries effectively.Attributes/Skills Required Excellent academic background Relevant experience, ideally in a law firm Advanced Microsoft Office skills Commercial and financial acumen Understanding of professional service environments and confidentiality Confident, professional manner and relationship-building skills Excellent communication skills Collaborative, adaptable, and proactive Strong organisational skills and attention to detail Reliable, hardworking, and able to meet tight deadlines Problem-solving skills and innovation Additional notes: This job description is indicative only and may be amended in line with the firm’s strategy and needs.About the Firm With 8 offices worldwide and headquartered in London, Stephenson Harwood is committed to achieving client goals—serving listed and private companies, institutions, and individuals globally. Our expertise spans corporate, commercial, litigation, arbitration, employment, pensions, private wealth, finance, marine, international trade, real estate, and projects.We assemble teams of talented professionals to meet client needs, providing expert advice from the right person at the right time. We value diversity and encourage applications from underrepresented groups.Our values: Individuality: We encourage creativity and talent development Commitment: To excellence and high standards Teamwork: Building long-term relationships Straight talking: Clear and honest communication Our vision 2026: To be a successful, entrepreneurial firm where talented people work together, building long-term client relationships. We focus on five core sectors: energy transition, life sciences and healthcare, private capital and funds, technology, transportation, and trade, to drive profitable growth. #J-18808-Ljbffr