Executive Assistant Team Leader (no agencies)

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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.

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 gym discount and retail vouchers
• Tech cycle and electric car schemes
• 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.
• We are an equal opportunity organisation committed to having a diverse workforce. We do not discriminate on the basis of age sex race disability sexual orientation culture or any other protected characteristics. We aim to create a culture where everyone can be themselves and is valued for their strengths and unique perspectives

The firm is comprised of seven main practice areas: corporate; commercial litigation; employment pensions immigration & private wealth; finance; real estate & projects; and marine trade and offshore. The global Legal Administrative Support team provides direct support to our practice groups via five main service teams:

• Executive Assistant Team Leaders (TLs) who manage department admin and their legal admin teams;
• Executive Assistants (EAs) working with our partners and managing associates;
• Administrative Assistants (AAs) working within our practice groups primarily supporting our associates;
• Team Administrator (TA) Hub our centralised admin support team comprised of our TAs; and
• Offsite document production centre a managed service provided by Williams Lee.

The role is for a proactive and highly competent Team Leader who can operate successfully in a pressurised and fast paced environment. The role will include direct line management of our team resource executive assistants within our practice groups and collaboration with fee earners. The ability to provide professional and client focused support and build effective relationships are key to the success of the role.

This is a dual role with our team leaders expected to deliver EA responsibilities to fee earners in conjunction with the leader aspects of the role. Other key responsibilities include:

Management

• Providing a nurturing environment for EA/TA talent by creating an environment of trust open communication creative thinking and cohesive working
• Manage EA performance reviews consistently benchmarking skills gathering and delivering feedback and identifying training needs
• Address conduct issues including absence issues inappropriate levels of personal calls/internet usage adherence to dress code etc
• Undertake or arrange skills enhancement for the team when issues are identified
• Undertake return to work interviews following sickness maternity or other periods of absence working with the partners and HR to ensure that phased returns are implemented accordingly
• Manage regular EA meetings producing agendas and minutes
• Ensuring the firms policies and procedures are followed actively suggesting improvements where necessary
• Champion change as directed by the management and business service teams
• Active participation in projects undertaking testing and providing feedback
• Assist the Head of Legal Administrative Services where appropriate
• Be the key point of contact for support departments
• Become a superuser in all IT systems supporting the team where appropriate

Work allocations

• Manage the even distribution of workloads within the EA teams
• Manage fee earner/EA allocations ensuring adequate cover at all times
• Manage utilisation of DPU reprographics the Hub etc following up on issues if appropriate
• Maintain and manage team rotas and overtime

Resource management

• Manage and monitor practice groups holiday sickness and other absences from the office escalating issues as appropriate
• Working with the practice group leaders/secretarial partners to establish genuine need for additional resource and prepare appropriate business cases
• Undertaking all recruitment for the team and putting appropriate candidates forward to partners
• Integrate new joiners providing buddies and mentors

Organisation

• Arrange seating and room allocations for all new starter processes
• Arrange work experience placements and secondments
• Point of contact for Business Service teams

Inductions/new starters/leavers

• Send new starter emails complete documentation and circulate
• Arrange introduction to department DPs and other appropriate business service team members
• Undertake and/or arrange all onboarding and induction training as appropriate
• Ensure leaver process is completed and signed off and files/matters transferred
  Executive Assistant responsibilities available on request

• Line management and performance management experience are required.
• Experience of working in a law firm is essential.
• Excellent academic background
• Advanced Microsoft Office skills
• Commercial and financial acumen
• A thorough understanding of working in a professional service driven environment
• Confident and professional manner with the ability to build strong relationship with fee earners and clients
• Highly motivated and equipped with the ability to motivate and inspire team members
• Capable of working autonomously but also operating within a team environment
• Strong time management and prioritisation skills
• Proven persuasion influencing and negotiation skills to include managing conflict
• Strong personal branding supporting the firms values at all times
• Excellent communication skills and ability to interact at all levels
• Adaptable and open to change showing a willingness and confidence to make suggestions for change
• 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 problem and provide innovative solutions
• A strong team player

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