Executive Assistant 12 Month Fixed Term Contract

For internal candidates if you would like to apply for this vacancy please note that it is for an initial fixed period of 12 months. If your application is successful the Firm would be under no obligation to keep your current job open for you to return to. However the role may also be considered on a secondment basis in which case you would be able to return to your substantive role at the end of the secondment. Before applying please discuss your application with your Line Manager or Career Development Partner in order to make them aware of your intentions and to discuss whether it is possible to accommodate your application at this time.

The role

The Executive Assistant (EA) provides proactive high-quality support to the Firms most senior and high velocity stakeholders enabling the effective management of priorities communications commitments and optimising partner time spent on matter and client management in a fast-paced environment. The role requires a high level of discretion sound judgement stakeholder management and organisational skills.  Alongside this the role is centred on managing competing demands anticipating needs and acting as a trusted point of contact to ensure stakeholders operate efficiently and focus on strategic priorities.

The EA will demonstrate strong judgement discretion and adaptability working flexibly across shifting priorities and stakeholder needs. Operating within a dynamic and evolving environment the EA will coordinate activities facilitate communication and leverage digital and AI-enabled tools to streamline processes and enhance productivity.

The EA role may involve greater taking responsibility for 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 will handle highly sensitive and confidential information relating to clients partner matters financial performance people issues and firm strategy. A high level of discretion sound judgement and professionalism are essential.

The role requires flexibility adaptability and a proactive approach including availability to provide outofhours support when required to manage urgent matters travel disruptions or timecritical communications.

The role will typically support a ratio of 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 
• Partners and Business Professionals
• Fellow EAs
• Business Professional Teams including Business Development & Marketing; Brand Communications and Public Affairs; Finance HR IT and other functions
• Other Internal and external stakeholders
• Strong collaborative relationships will be key to ensuring seamless support and effective information flow

What you will do

Stakeholder Management and Alignment

• Build trusted working relationships understanding stakeholder preferences and priorities
• Adapt working styles to align with evolving business needs and stakeholder requirements
• Act as a key point of contact for internal and external stakeholders
• Ensure communication is clear timely and professional
• Prepare for meetings through briefings agendas meeting packs and forward planning.

Client & Business Support

• Support the coordination of client matter-related and internal activities arising from the Partners priorities including meetings follow-up actions and stakeholder engagement
• Organise client and internal meetings client dinners and small-scale events and coordinate with relevant support teams where additional specialist input is required
• Prepare maintain and update agreed records contact information and activity data in firm systems in line with firm processes
• Assist with the administration and follow-through of relationship matter and profile-related information including helping to ensure information is captured accurately and on a timely basis
• Liaise effectively with internal stakeholders and external contacts including the assistants of key clients and other senior stakeholders to support efficient coordination and communication
• Support the preparation and organisation of materials logistics and related information required for meetings visits and other priority activities
• Track actions and follow-ups to ensure delivery against commitments
• Provide matter management support from end to end as needed
• Coordinate support for time recording expenses invoices ebilling requirements and prebilling processes

Diary and Scheduling Management

• Proactively manage complex and frequently changing diaries scheduling internal and external meetings across multiple time zones and resolving conflicts in line with business needs.
• Full inbox and communication management including triaging drafting responses issuing holding messages monitoring time sensitive requests and ensuring timely followthrough.
• Coordinate internal and external meetings to ensure effective use of time
• Anticipate scheduling conflicts and resolve issues proactively through forward planning
• Provide outofhours support when required including monitoring emails calls and messaging platforms and responding to time sensitive matters

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 changes disruptions and  alternative arrangements as needed.
• Organise internal and external events client meetings team offsites retreats and hospitality including venue research invitations RSVPs logistics. Materials and onsite coordination.

Governance Compliance & Operations

• Support adherence to firm policies processes and regulatory requirements
• Contribute to effective document and information management practices
• Identify opportunities to improve efficiency and enhance ways of working
• Leverage Microsoft and AI-enabled tools to streamline activities identify opportunities for automation and reduce manual effort
• Work with peers and specialist groups to enhance the value of the data and knowledge available to the partner collaborate on new ways of working and continuous improvement.

Financial and Matter Management

• Manage matter and financial administration throughout the matter lifecycle.
• Support matter inception onboarding and matter set-up activities.
• Coordinate budgeting billing e-billing compliance and financial reporting.
• Monitor WIP billing and debtors driving actions to support cash collection.
• Process expenses invoices and payments in line with firm requirements.
• Support fee earners with time management and financial administration.
• Prepare client and management financial communications and reporting.
• Maintain accurate matter records and ensure compliance with firm policies.
• Collaborate with legal finance and business support teams to support efficient matter delivery.

Qualifications :

Your experience

Skills & Attributes

• Strong organisational skills while able to remain calm and considered when under pressure.
• Confident calm and resilient under pressure with strong judgement and decisionmaking capability.
• A high level of discretion and integrity recognising the confidentiality obligations associated with the role.
• Proactive and solution focused with the ability to anticipate needs and identify improvements.
• Strong written and verbal communication skills able to engage with senior stakeholders and clients.
• Detailoriented with a commitment to high standards and quality delivery.
• Comfortable taking responsibility for tasks while remaining aligned with wider teams and stakeholders.
•  Able to provide constructive input and prioritise effectively
• Proactively seeks opportunities to develop and share best practices

Experience & Knowledge

• Relevant experience supporting senior leaders in a fast-paced environment in professional services or similar.
• Experience of complex diary and inbox management international travel and executivelevel support.
• Strong proficiency in Microsoft Outlook Word Excel and PowerPoint
• Confident using digital and AI-enabled tools to enhance productivity and ways of working

Additional Information :

How we will support you

From your first day with us you will have varied opportunities to continuously grow and develop your skills and knowledge. From formal training informal coaching and mentoring through to skills-based and technical training and on the job learning.

Hybrid working

This role follows our balanced hybrid working approach and as long as business needs allow you will be supported to work in a hybrid way in line with the hybrid working policy.

What we offer including our broad range of benefits and working environment

When you join Clifford Chance you will have access to a broad range of benefits to support you across many aspects of your personal and professional life including financial wellbeing lifestyle and family friendly benefits. For more information on what we offer specifically in the UK please visit our What We Offer page on our career site. 

Equal opportunities

At Clifford Chance we understand that our true asset is our people. Inclusion is good for our team and their families our firm and society.

We are committed to treating all employees and applicants fairly and equally regardless of their gender gender identity and expression marital or civil partnership status race colour national or ethnic origin social or economic background disability religious belief sexual orientation or age.  This applies to recruitment and selection terms and conditions of employment including pay promotion training transfer and every other aspect of employment.

We have a variety of flourishing employee networks. These networks are a place for colleagues to share experiences and advocate for change wherever they see an opportunity for improvement.

Our goal is to deliver an equality of opportunity an equality of aspiration and an equality of experience to everyone who works in our firm. 

Find out more about our inclusive culture here.

Remote Work :

No

Employment Type :

Contract