Executive Assistant

About the Role

We are seeking a proactive and highly competent Executive Assistant to support fee earners and clients in a dynamic environment. This role demands strong ownership, adaptability, and collaboration skills to ensure smooth daily operations and contribute to business growth.

Key Duties and Responsibilities

• Efficient management of complex calendars across various time zones, coordinating stakeholders to ensure smooth meetings.
• Maintain organized digital and physical filing systems with consistent naming conventions for secure document storage and easy retrieval.
• Coordinate and prioritize workloads with fee earners by anticipating deadlines and reallocating tasks as necessary.
• Prepare and distribute meeting materials promptly, including action tracking and follow-ups.
• Arrange international travel, visas, and itineraries compliant with company policy, adapting to changing schedules.
• Organize logistics for global visitors to ensure smooth visits, including room bookings and access requirements.
• Manage administrative tasks such as photocopying, printing, scanning, and courier services to facilitate timely delivery of materials.
• Support partners in maintaining accurate records for PDPRs aligned with practice priorities.
• Build strong client relationships by understanding teams and priorities to enhance service delivery.
• Assist marketing and business development by conducting research, preparing pitch materials, supporting events, and updating CRM systems.
• Participate in meetings by taking clear notes, tracking actions, and ensuring timely progress.
• Oversee client and matter onboarding processes ensuring compliance and accurate documentation.
• Prepare and circulate compliance documents like engagement letters meeting firm standards.
• Take part in work-in-progress and credit control meetings, ensuring follow-through on actions.
• Analyze WIP reports to identify billing priorities and potential credit or debtor issues.
• Coordinate billing processes, including collecting disbursements, preparing prebills, and issuing invoices.
• Use Aderant software to assist fee earners with financial queries and generate tailored reports.
• Process disbursements and client payments while maintaining accurate financial records.
• Support client audits with preparation and organization of relevant materials.
• Maintain correct filing of expenses, receipts, and contact reports to ensure precise financial recordkeeping.
• Act as a gatekeeper for fee earners, managing communications discretely and prioritizing requests.
• Manage inboxes efficiently during absences and implement systems for improved workflow.
• Draft clear, professional correspondence and documents, including presentations and spreadsheets.
• Delegate document production and transcription, enforcing timelines and quality standards.
• Ensure compliance with Records Management procedures through file maintenance and organization for offsite storage.
• Conduct regular file reviews to close matters promptly and verify document completeness.
• Proactively identify responsibilities, take initiative, and ensure high-quality task completion.
• Drive process completion by coordinating with partners and business support teams.
• Provide flexible assistance and support to colleagues and stakeholders to achieve team objectives.
• Encourage knowledge sharing for team learning and continuous process improvement.
• Mentor junior team members to develop their skills and confidence.
• Suggest improvements to enhance processes, systems, and team efficiency.
• Maintain awareness of practice area priorities and emerging issues to assist decision-making.
• Collaborate closely with the Saudi Arabia office, HR Manager, and regional finance and business development teams, supporting office operations until new staff are hired.

Qualifications and Experience

• Excellent academic credentials.
• Relevant professional experience, ideally within a law firm setting.
• Proficient in advanced Microsoft Office applications.
• Strong commercial and financial understanding.
• Comprehension of professional, client confidentiality, and service-driven work environments.
• Confident, professional demeanor with relationship-building capabilities at all organizational levels.
• Fluency in English and Arabic with excellent communication skills.
• Collaborative spirit with a proactive attitude towards business initiatives.
• Adaptable and receptive to change, offering constructive suggestions.
• Exceptional organizational abilities with attention to detail.
• Ability to remain proactive, flexible, and composed under pressure.
• Problem-solving mindset anticipating challenges and proposing innovative solutions.

What We Offer

• Competitive salary alongside family-friendly policies.
• Life assurance plus private health and dental coverage for employees and immediate family.
• Flexible benefits including retail vouchers.
• One paid day annually to volunteer with external charities.
• A wellbeing strategy addressing physical, emotional, financial, and social health.
• Mostly hybrid roles with flexibility for remote and office work arrangements.

About the Firm

Stephenson Harwood LLP is an international law firm dedicated to establishing positive partnerships with clients, focusing on sectors such as Energy Transition, Life Sciences and Healthcare, Private Capital and Funds, Technology, and Transportation and Trade. With over 1,500 employees across 11 global offices and a strong commitment to diversity, the firm promotes a culture of expertise, collaboration, and continuous development.