Executive Personal Assistant

Irwin Mitchell; Chichester; On-site; GBP 25,000 - 45,000; Full time

Job description

We’re a national law firm with a local reach. Our philosophy is ‘we're legal and financial experts that care’ – something you’ll find in the way we work with our clients and how we support our teams. But we’re more than just a law firm – we’re a team of people working together to help individuals and businesses navigate life’s ups and downs. Working here you’ll feel a part of our friendly and inclusive environment.

We’ll value you for who you are and what you bring. We support each other and push boundaries to achieve incredible things and make a real difference to our clients and communities.

An opportunity has arisen for two talented Executive Assistants to join our Support Services team based from either our Sheffield or Chichester office.

Your Role and What You'll Be Doing

The role of an Executive Assistant in our Private Client team is key to the delivery of effective, efficient and professional client service. It is a key communication route with clients and with other areas of the business. The role must ensure that the fee earners are able to focus their time on activity which increases revenue by coordinating all other activities and taking responsibility for delivering consistency.

• Support the delivery of high levels of client communication. Providing support wherever possible across the team and clients by dealing with queries and enquiries and ensuring Partners and fee earners can respond to queries from clients and other parties.
• Co-ordinating fee earner diaries – arranging diary appointments and organising meetings.
• Arrange meetings, follow procedures to book meeting rooms and video conferences when required and cancel those as soon as possible if arrangements change. Ensuring that room bookings are made with sufficient information to enable Reception to have full details; use the appropriate room booking form to do this.
• Coordinate an efficient and accurate billing process and support fee earners with providing the right level of information to clients to ensure swift payment of invoices. Liaise with our Finance Team in the delivery of this. Undertake regular reviews of matter lists with fee earners to ensure high levels of financial hygiene.
• Work collaboratively with our Document Production Team who undertake all typing and document production work. Ensuring style of the document/correspondence produced is maintained which will accord with Irwin Mitchell’s house style.
• Ensuring safe keeping of client original documents and that such items are returned to clients at the end of their matter.
• Prepare papers for meetings ahead of the meeting in a timely manner, take minutes of meetings and produce those minutes as soon as possible after the meeting.

About You

We're looking for an Executive Assistant with a personable nature, who is highly organised and has excellent communication skills. Our ideal candidate will have the following:

• At least 3 years of demonstrable secretarial/personal assistant experience gained within the Legal sector (or a regulated environment).
• Demonstrable experience providing administrative support to a team of fee-earners/senior stakeholders.
• The ability to support multiple fee earners and to work collaboratively with other personal assistants when and where necessary.
• A good understanding and knowledge of relevant case management systems.
• Brilliant in-person client care skills and good verbal and written communication skills.
• Excellent accuracy and attention to detail.

If this sounds like you and you want to join a thriving team hit the apply button below for consideration!

Our Benefits - What We Can Offer You

• 25 days holidays as standard plus bank holidays - You can ‘buy’ up to 35hrs of extra holiday too.
• Generous and flexible pension schemes.
• Volunteering days – Two days of volunteering every year for a cause of your choice (fully paid).
• Westfield Health membership, offering refunds on medical services alongside our Aviva Digital GP services.

We also offer a wide range of well-being initiatives to encourage positive mental health both in and out of the workplace and to make sure you’re fully supported. This includes our Flexible by Choice programme which gives our colleagues more choice over a hybrid way of working subject to role, team and client requirements.

We have been ranked in the Best Workplaces for Wellbeing for Large Organisations for 2024!

Our responsible business programmes are fundamental to who we are and our purpose. We’re committed to being a diverse and inclusive workplace where our colleagues can flourish, and we have established a number of inclusion network groups across our business to support this aim.

Our commitment to Social Responsibility, community investment activity and tackling climate change is a fundamental part of who we are. It’s made up of four strands: Our People, Our Community, Our Environment and Our Pro Bono.

Additional Information

As part of the Irwin Mitchell Group’s on-boarding process all successful applicants are required to complete the group’s employment screening process. This process helps to ensure that all new employees meet our standards in relation to honesty and integrity therefore protecting the interests of the Group, colleagues, clients, partners and other stakeholders.

We carry out pre-employment screening to establish your eligibility to work in the UK, criminal record and financial checks with our trusted 3rd parties.

The employment screening process will fully comply with Data Protection and other applicable laws.

Irwin Mitchell LLP is an equal opportunity employer.