Executive Assistant - Birmingham - Employment Pensions & Immigration - Hybrid - Permanent

Location: United Kingdom
Office: Birmingham
Discipline: Employment pensions & immigration
Contact name: Mirren Patel

Contact email: [email protected]
Contact phone: +447464915930
Vacancy reference: 025229
Closing date: 17 July 2024

The role

Executive Assistant roles are based within the Executive Support Services (ESS) team which is responsible for supporting all areas of the business.  The role reports to the relevant office’s Executive Support Manager or Executive Support Team Leader and is responsible for providing a high-quality support service to the lawyers, utilising available resources as appropriate.

The role is based within the firm’s Employment National Service Line, and you will be supporting around 4/5 Lawyers combined with either Principal Associates, Senior Associate, Associates, Senior Paralegal and Paralegal whilst working alongside the Document Production Specialists and Administrative Assistants. 

The activities

Clients

°Work closely with the lawyers you are responsible for, supporting colleagues with all aspects of the firm’s core value of strong client relationships, anticipate and consider client needs and ensure comprehensive notes are available for any ongoing items

°Investigate problems to produce a satisfactory solution and make any recommendations for improvement of client experiences and processes

°Deal with all calls and queries in a professional manner, take clear and concise messages and ensure these are dealt with in a timely fashion

°Prepare and distribute agendas, itineraries and meeting papers including chasing any pending items to ensure lawyers have adequate time for planning

°Maintain client sites, National Service Line (“NSL”) and sector information on the Firm’s intranet site including any relevant FELIX know how

Leadership

°Remain calm and focussed under pressure, knowing when to seek assistance.

°Champion new initiatives and adhere to all of the firm’s policies and procedures ensuring you are up to date with firm communications, including learning new skills and using these to benefit the wider firm.

°Think ahead of lawyer needs to free them up from administration tasks and actively assist with business development and marketing initiatives.

°Be focussed and fully involved in the role delivering work with high level of experience and act in a mentoring, coaching, or training role to others.

°Take responsibility for your own personal development including developing your skills and wider knowledge of your team, National Service Line and also the wider business.

°The firm is committed to innovation in all areas.  Within your role, consider and put forward better and new ways of working.

Business Management

°Ensure lawyers’ diaries are managed and maintained, including but not limited to organising/arranging events/travel, ensuring all ancillary arrangements made, work and activities are scheduled, any potential challenges resolved to make the lawyers’ day to day working easier to manage

°Manage and monitor lawyers’ inboxes including for planned and unplanned absence where possible reducing email volume by responding to emails and filing on worksite

°Planning and managing work flow delegating appropriately ensuring you are fully aware of the workloads of others, including flexibility to going the extra mile for work to be completed to deadlines

°Manage all aspects of file administration including being the point of contact on behalf of lawyers including file set up, ensuring compliance and money laundering requirements are up to date/in place, drafting letters of engagement (LOEs) and liaising with the Central Inception Team and Risk & Compliance

°Maintain lawyers’ CVs/biographies and completion of lawyer submissions

°Completion and submission of any official forms relevant to assist lawyers in their roles using relevant packages/websites or delegating appropriately

Technical Excellence

°Ensure outstanding attention to detail, sense and quality check all work and identify quality issues and address problems prior to lawyer review

°Ensure outstanding knowledge of Microsoft Office and other commonly used software and hardware

°Manage the payment of lawyer and NSL expenses, memberships and subscriptions including using the Purchase Order system and preparation of payments etc.

°Support lawyers with InterAction, delegating to the Administrative Assistants as appropriate, ensuring all new business/existing contacts are entered/up to date including lawyers’ Outlook address books, updating/adding business development activities, notifying lawyers of upcoming noteworthy events and producing lists and reports as required

°Use plain English in all communication and ensure information is presented in a clear, logical and structured way

°Work within and adhere to all of the firm’s policies, procedures and processes including adherence to client service standards (“CSS”)

°Understand and support end to end billing process to assist lawyers

The person

This is a busy and challenging role and to be successful your background will probably include:

°Experience in a similar role, such as a PA or Secretary and ideally within a similar environment

°Experience of providing support to multiple people i.e. diary management, arranging travel/events

°Excellent knowledge of Microsoft Office systems; Outlook and Word

In addition, the role requires someone who:

°Has the ability to work as part of a team and establishes good working relationships at all levels

°Has excellent planning and organisational skills

°Is flexible and willing to work additional hours as the role demands

°Provides outstanding client service at all times

°Is able to communicate clearly and effectively at all levels

°Has excellent presentational and attention to detail skills

°Remains calm under pressure

The package

As you’d expect, we offer a competitive salary and a wide range of benefits. You can find out more about our core staff benefits here.

Pre-employment screening

If we make you an offer for a role, we will conduct a range of pre-employment screening. This will include, but is not limited to, a basic DBS check, right to work check, address verification, any disciplinary history recorded with the Solicitors Regulation Authority (SRA) and a self-declaration to assess your character and suitability for the role. Full details of our screening process are available on request.

Our Executive Support Services (ESS) career structure

Here at Mills & Reeve our executive support services career structure has five levels and a clear progression framework. This role fits within the Employment level of our framework, and the job description includes the types of activities expected for this type of role. If you’d like more information on our career structure, our HR team will be happy to provide further details.

The firm

Mills & Reeve is centred on achieving more for clients, their businesses and the wider communities we serve.

Our clients and their industries benefit from our knowledge and learning – on everything from wellbeing, diversity and inclusion to global trends. The wider community benefits from a focus on sustainability in client and business decisions.

Clients get a consistent experience with no surprises – we tell them what they need to know, when they need to know it. Our sector and market expertise helps us understand clients’ issues. And our technology and innovations help them achieve more with less effort.

We build personal relationships, with advice individually tailored to individual need. And if clients need things we don’t offer, we draw on our network to give recommendations.

Our 1,250 plus people and over 750 lawyers share one vision – achieving more for clients. 

By joining Mills & Reeve, you’ll have the chance to build your skills and experience within a firm that’s not only ranked in the top 50 UK law firms, but also one that truly values their people. Our mantra is “Achieve more. Together.”, which we feel embodies our purpose and is more than just a catchphrase!

We’ve been listed in the Best Companies to Work For list the last 20 years - the only law firm to have achieved this, and we hold Platinum Investors in People status, something which only 6% of 50,000 assessed organisations achieve. We’ve also been ranked in the top 10 of RollOnFriday’s Best Law Firms To Work At list for the past eight years, taking the top spot in 2018, 2019 and 2020.

Don’t just take our word for it though. Have a read through our People Perspectives to find out more about some of our team and their experiences at Mills & Reeve.

And finally

Everyone at Mills & Reeve brings a unique perspective and ideas to the team and we do everything we can to help each person to thrive. We’re committed to providing an inclusive and supportive working environment, are happy to consider flexible working arrangements, and want to achieve the right balance for both our people and the firm. We encourage everyone to ask if they feel they need any workplace adjustments, and will do our best to support with these.

Promoting equality and diversity across our firm is a key pillar of our strategy, and our five staff networks are an integral part of this. To find out more about our diversity and inclusion work, visit our webpage here.