Executive Assistant (Riyadh)

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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 gain early responsibility and early involvement in growing the business. 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.

• A competitive salary and a host of family friendly policies
• Life assurance private health and dental care for you and your immediate family
• A range of flexible benefits including retail vouchers
• We support the causes you care about by giving you one day per year off to volunteer with any charity that you are involved with outside of work.
• A wellbeing strategy that focuses on preventative measures to maintain overall health and tools and support for when our people experience physical or mental difficulties. The strategy focuses on four pillars: physical emotional financial and social aspects.
• 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.

This role requires a proactive highly capable Executive Assistant who thrives in a fast paced environment. You will support fee earners and clients manage complex and varied tasks and play a key role in ensuring efficient day to day operations. The position demands strong ownership adaptability and a collaborative mindset.

Administrative
Manage complex diaries across multiple time zones anticipating scheduling challenges coordinating multiple stakeholders and ensuring meetings run seamlessly.

Maintain organised electronic and hard copy filing systems consistently applying naming conventions to ensure documents are stored securely and can be easily retrieved.

Coordinate and prioritise workloads with fee earners using commercial awareness to understand upcoming deadlines and redistribute tasks where needed.

Prepare and collate meeting materials ensuring all documents are complete circulated in good time and supported by clear action tracking and follow up.

Arrange international travel visas and itineraries ensuring all bookings comply with the Travel Policy and support fast changing schedules.

Coordinate logistics for global visitors including room bookings access requirements and supporting documentation to ensure a smooth experience.

Manage photocopying printing scanning and courier requirements ensuring all physical and digital materials are delivered accurately and on time.

Support partners in maintaining up to date PDPRs ensuring documentation is accurate and aligns with practice area priorities.

Client Relationship Management
Build strong relationships with internal and external clients developing a working knowledge of their teams and priorities to support effective service delivery.

Support marketing activities including conducting research preparing pitch materials and assisting with presentation development for business growth.

Assist business development initiatives coordinating events supporting directory submissions and ensuring tasks are delegated and completed.

Maintain and update the CRM system ensuring client information is accurate timely and fully actioned to support relationship-building efforts.

Participate in team meetings taking clear notes tracking actions and ensuring agreed tasks are progressed within relevant timeframes.

Financial
Oversee the onboarding of new clients and matters ensuring compliance requirements are met and documentation is completed accurately and promptly.

Prepare compliance documentation including engagement letters and relevant forms ensuring they meet firm standards and are circulated appropriately.

Attend WIP and credit control meetings actively participating in discussions and ensuring actions are completed within agreed timelines.

Review WIP reports identifying priority matters for billing and raising potential write offs debtor issues or credits with fee earners.

Coordinate partner billing processes gathering disbursements generating prebills completing checklists and ensuring all billing stages are accurately completed.

Prepare and dispatch invoices ensuring they are issued promptly and uploaded to the delivered bills system.

Use Aderant to support fee earners responding to financial queries and producing tailored reports when required.

Process disbursements and client payments completing all necessary checks and ensuring accurate financial record keeping.

Support client audits producing draft materials and ensuring documentation is collated and organised.

Ensure expenses receipts and contact reports are filed correctly maintaining accurate financial records across all matters.

Communication
Act as a gatekeeper for fee earners managing messages with discretion triaging priority requests and ensuring timely responses are issued.

Monitor and prioritise emails and post using initiative to manage inboxes during fee earners absence and introducing systems to improve efficiency.

Draft high quality correspondence and documents including agendas presentations and spreadsheets ensuring accuracy clarity and a professional tone.

Document & File Management
Delegate document production and transcription setting appropriate timelines ensuring quality checks and supporting efficient workflow.

Ensure compliance with Records Management procedures carrying out regular file maintenance and managing documents intended for off site storage.

Conduct regular file reviews closing matters promptly and ensuring all required documentation is complete.

Additional Responsibilities
Proactively identify areas of responsibility taking ownership of tasks and ensuring they are executed to a high standard.

Drive processes to completion coordinating with partners and business services teams to ensure workflows are efficient and consistent.

Support colleagues and wider stakeholders providing flexible assistance and contributing to team goals.

Encourage knowledge sharing contributing to collective learning across the team and supporting continuous improvement.

Mentor junior team members offering guidance support and coaching to develop skills and confidence.

Identify opportunities for continuous improvement recommending changes to enhance processes systems and team effectiveness.

Maintain strong practice-area awareness staying informed about key matters business priorities and emerging issues to support decision making.

Collaboration and maintaining strong relationships with the KSA Office and HR Manager providing support as needed. Assisting with overall office operations and handling ad hoc tasks while also coordinating with regional finance and BD teams until additional BusOps staff are hired.

• Excellent academic background
• Relevant experience ideally gained in a law firm
• Advanced Microsoft Office skills
• Commercial and financial acumen
• A thorough understanding of working in a professional service driven environment and stakeholder/client/business confidentiality
• Confident and professional manner with the ability to build strong relationship with fee earners and clients
• Excellent communication skills in both English and Arabic and the ability to interact at all levels
• Collaborative and supportive of the business and its initiatives
• Adaptable and open to change showing a willingness and confidence to make suggestions for change where appropriate
• Strong organisational skills and excellent attention to detail
• Ability to remain proactive and flexible at all times
• Reliable hardworking work to tight deadlines and have the ability to remain calm when under pressure
• Anticipate and identify potential problems and provide innovative solutions

This job description is indicative only and does not represent an exhaustive list of responsibilities. The firm reserves the right to alter or change the responsibilities at any time in line with the firms strategy and business needs.

Stephenson Harwood is an international law firm and were committed to creating positive partnerships with our clients. We represent listed and private companies institutions and individuals building lasting relationships to help them succeed in a complex and ever-changing world.

Our focus is on five core sectors: Energy Transition Life Sciences and Healthcare Private Capital and Funds Technology and Transportation and Trade.

With more than 1500 people including 220 partners across ten offices in Europe the Middle East and Asia we combine deep legal capabilities and broad commercial expertise. We have also forged close ties with high quality law firms around the world blending local knowledge with global savvy for clients in over 100 countries.

We understand the power of diversity in delivering that high calibre advice to our clients. We want to attract diverse talent and we particularly encourage applications from underrepresented demographics.

• 220 PARTNERS
• 10 OFFICES
• 45 LANGUAGES SPOKEN BY OUR PEOPLE

Offices in Al Khobar Athens Dubai Hong Kong London Paris Riyadh Seoul Shanghai Singapore and associated office in Guangzhou

Our brand strengths:

GO FAR GO TOGETHER

EXPERTS IN MORE THAN LAW

CAN DO PERSONALITIES

ALWAYS READY

#LI-DNI