Location
Canary Wharf

Hours
Full Time - Hours as required, including occasional out-of-hours support

Salary
Negotiable

About the Role
The Executive Assistant (EA) provides proactive, high-quality support to the Firm's most senior and high velocity stakeholders, enabling effective management of priorities, communications, commitments and optimising partner time spent on matter and client management in a fast-paced environment. This role requires a high level of discretion, sound judgement, stakeholder management and organisational skills. The EA manages competing demands, anticipates needs and acts as a trusted point of contact to ensure stakeholders operate efficiently and focus on strategic priorities. The role involves strong judgement, discretion and adaptability, working flexibly across shifting priorities and stakeholder needs. Operating within a dynamic and evolving environment, the EA coordinates activities, facilitates communication and leverages digital and AI-enabled tools to streamline processes and enhance productivity. Responsibilities include stakeholder management, prioritisation, governance support, confidential matters, complex diary and meeting orchestration, cross-functional coordination, and acting as a trusted adviser or point of contact. The EA handles highly sensitive and confidential information relating to clients, partner matters, financial performance, people issues and firm strategy. Flexibility and a proactive approach are essential, including availability to provide out-of-hours support when required to manage urgent matters, travel disruptions or time-critical communications. Typically, the EA supports between 1:2 to 1:4 Partners and/or equivalent Senior Business Leaders.

Who You Will Work With
The EA will work closely with senior and high velocity stakeholders including Partners and Business Professionals, fellow EAs, Business Professional Teams such as Business Development & Marketing, Brand, Communications and Public Affairs, Finance, HR, IT and other functions, as well as other internal and external stakeholders. Strong, collaborative relationships are key to ensuring seamless support and effective information flow.

Key Responsibilities
Stakeholder Management and Alignment
Build trusted working relationships, understand stakeholder preferences and priorities, adapt working styles to evolving business needs, act as a key point of contact, ensure clear and timely communication, and prepare for meetings with briefings, agendas and forward planning.
Client & Business Support
Coordinate client, matter-related and internal activities, organise meetings and events, maintain records and contact information, assist with relationship and matter administration, liaise with internal and external contacts, prepare materials and logistics, track actions and follow-ups, support matter management, and coordinate time recording and billing processes.
Diary and Scheduling Management
Proactively manage complex and frequently changing diaries across multiple time zones, handle inbox and communication management including triaging and drafting responses, coordinate meetings, anticipate and resolve scheduling conflicts, and provide out-of-hours support when required.
Travel, Logistics & Events
Arrange and manage all aspects of domestic and international travel including flights, accommodation, visas, itineraries, transport, expenses and invoices. Provide proactive support for travel disruptions and organise internal and external events including client meetings, team offsites, retreats and hospitality.
Governance, Compliance & Operations
Support adherence to firm policies and regulatory requirements, contribute to document and information management, identify efficiency improvements, leverage Microsoft and AI-enabled tools to streamline activities, and collaborate on continuous improvement.
Financial and Matter Management
Manage matter and financial administration throughout the matter lifecycle, support matter inception and onboarding, coordinate budgeting, billing and financial reporting, monitor WIP and debtors, process expenses and invoices, support fee earners with time management, prepare financial communications, maintain accurate records and ensure compliance, and collaborate with legal, finance and business support teams.

Experience
Relevant experience supporting senior leaders in a fast-paced environment, preferably in professional services or a similar sector. Proven ability managing complex diaries and inboxes, international travel arrangements, and executive-level support. Strong proficiency in Microsoft Outlook, Word, Excel and PowerPoint. Confident use of digital and AI-enabled tools to enhance productivity and ways of working.

About You
Strong organisational skills with the ability to remain calm and composed under pressure. Confident, resilient and able to exercise sound judgement and decision-making. High level of discretion and integrity, recognising confidentiality obligations. Proactive and solution-focused with the ability to anticipate needs and identify improvements. Excellent written and verbal communication skills, capable of engaging with senior stakeholders and clients. Detail-oriented with a commitment to high standards and quality delivery. Comfortable taking responsibility for tasks while maintaining alignment with wider teams and stakeholders. Able to provide constructive input and prioritise effectively. Proactively seeks opportunities to develop and share best practices.

Qualifications
No specific formal qualifications are mandated; however, relevant experience and strong skills as outlined above are essential.