Legal Executive Assistant

Executive Assistant
4 days per week in the office

Owen Reed is Looking to Recruit a top Legal Executive Assistant to support a senior Partner for a top law firm in London.

This Executive Assistant (EA) role will provide high-level 1:1 support to a senior partner who holds strategic and executive roles on the Firm Committee and across the European and Middle East regions, while leading the London office and its largest transactional practice area.

The EA will work closely with key members of the partner’s support team to coordinate and manage the partner’s office, deploying exceptional gatekeeping skills and a proactive approach to ensure the partner is able to seamlessly execute their responsibilities. The EA will liaise with team members, clients, and senior leaders with professionalism, discretion, and a proactive approach. This role requires exceptional judgment, organisation, and communication skills to manage competing priorities in a fast-paced professional services environment.

This role is ideal for a flexible, experienced Executive Assistant with strong judgment, high emotional intelligence, and the drive to support a senior partner at the heart of a dynamic and fast-paced law firm. The successful candidate will be a trusted partner, enabling effective leadership.

KEY RESPONSIBILITIES

(Note: This list is not exhaustive and may be supplemented or amended as needed. Regular in-office attendance is an essential function of the role.)

Executive Support

• Manage a dynamic and frequently changing appointment calendar, exercising independent

judgment in scheduling priorities.

• Undertake extensive diary management, including handling international travel arrangements,

and personal itinerary planning, to ensure a seamless experience.

• Monitor and manage the partner’s email inbox, including sorting, flagging, applying filters/rules,

and responding as appropriate.

• Field and route incoming calls, taking messages and managing follow-up as needed.

• Prepare and process travel reimbursements, expense reports, and reconciliations in a timely

manner.

• Prepare and edit a range of correspondence, documents, presentations, and reports with a high

degree of accuracy and attention to detail.

• Maintain the partner’s confidential files and records; ensure proper safeguarding and secure

access to sensitive materials.

• Liaise with key stakeholders to schedule meetings and coordinate events.

• Coordinate logistics for internal and external meetings including booking rooms, arranging

catering, and preparing materials.

• Serve as a liaison among practice group partners, clients, firm management, and other key

contacts.

• Proactively identify and resolve scheduling, communication, or operational conflicts with

minimal supervision.

• Build relationships with firm resources and key departments to ensure full support is provided

to the partner.

Legal Support

• Prepare engagement letters, conflict checks, and new matter documents using firm systems.

• Maintain accurate client and administrative files in line with firm policies.

• Assist with billing processes, including drafting timesheets, editing narratives, and liaising with

the Finance team.

• Draft, revise, format, and finalise legal documents.

• Proofread and correct inconsistencies in legal materials.

• Support business development efforts by maintaining contact databases and tracking client

interactions.

• Participate in team and client meeting support, including document preparation and logistics.

Other Duties

 • Assist with personal tasks, including appointment scheduling, administration and family matters.

• Work closely with [insert other role title – possibly Practice Operations Manager], supporting

them in their role as needed.

• Handle other special projects or ad hoc administrative tasks as required.

• Work closely with junior secretary supporting the team, delegating administrative and

calendaring tasks as appropriate.

QUALIFICATIONS

Education & Experience

 • Extensive experience supporting senior executives in a professional services environment.

• Graduate-level education, high grades preferred.

Technical Proficiency

• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).

• Strong knowledge of document comparison and editing software (Workshare Compare, Adobe

Acrobat).

• Familiarity with legal software: InTapp/timekeeping, Emburse/expense and invoice processing,

InterAction/CRM.

• Experience using SharePoint a plus.

Skills & Competencies

Organisation & Initiative

• Proven ability to manage multiple tasks, shifting priorities, and competing deadlines.

• Skilled in project tracking, action follow-up, and task completion.

• Self-starter with proactive problem-solving ability and resourcefulness.

Communication & Relationship Management

• Excellent verbal and written communication skills, including grammar and editing.

• Confident in interacting with clients, department leads, senior leadership, colleagues and external

partners with diplomacy and professionalism.

• Ability to establish rapport quickly and maintain composure under pressure.

Judgment & Confidentiality

• Maintains a high level of discretion and integrity in handling confidential information.

• Exercises sound independent judgment and critical thinking.

• Maintains professionalism and adherence to firm protocols in all matters.

• Demonstrates emotional intelligence and a calm, positive demeanour.

WORK REQUIREMENTS

• In-office presence at a minimum four days per week, with flexibility to increase or be called in at

short notice.

• Flexibility in working days to accommodate the business needs of the partner.

• Responsive, adaptable and able to handle time-sensitive needs outside regular hours.

• Adjust office presence to match the needs of the partner, including flexibility on in-office days.

• Occasional travel may be required.