Executive Assistant - Family

Location: London
Office: London
Discipline: Family
Contact name: Samuel Taylor

Contact email: [email protected]
Vacancy reference: 024129
Duration: Permanent
Closing date: 24 April 2024

Executive Assistant

Family – London - Permanent

The role

This role provides comprehensive Executive Assistant services to the local team.  To succeed in the role, you will need to utilise the internal resources available to you including the Document Production team, Administrative Assistants and Business Services.  While you will have a degree of autonomy in how you structure your day, you will still be an integral part of the team you work in.  You will be expected to be aligned with the values of the firm, have a good level of client knowledge, strong relationships across the business and, where appropriate, with clients.


The role is within the firm’s Family team based in London and will work alongside the Document Production Specialists and Administration Assistants.


The person

Given the challenges of this role, it is likely that your background and experience will include having spent some time working in a law firm, particularly supporting a family and matrimonial team.  You may additionally have experience of providing executive services level support to lawyers or similar professionals.  You will be a natural organiser who thrives in a role that requires multi-tasking and working with a variety of people across the business.


The role additionally requires someone who:


*           will manage multiple lawyers and delegate where appropriate using the support teams available; 


*           is confident in setting and prioritising their own work agenda;

*           is organised and methodical in how they approach their work;

*           has good written as well as verbal communication skills;

*           has excellent attention to detail, communicates effectively and works well within a team;


*           is confident and able to build sustainable relationships with internal and external clients; and


*           is willing to take on new responsibilities and challenges, whilst remaining resilient.


The activities

Business development

*           Manage and attend team and project meetings, taking minutes where required, preparing meeting arrangements including booking travel (this may include overseas travel), rooms, catering, accommodation, desks, equipment and updating internal business development calendars;

*           Arrange, plan and attend events including liaising with business support teams and updating attendee lists or reports;

*           Engage in networking in order to build relationships and raise the business profile, to include use of external media platforms such as LinkedIn, etc;

*           Manage email bounce backs, processing feedback forms and logging referrals and activities;

*           Support lawyers with legal directory submissions and updating lawyer biography/CVs and sector pages; and

*           Assist with updates and newsletters to clients, including adding to mailing lists.


Client service

*           Deliver outstanding client service by looking for improvements, speaking up and taking responsibility;

*           Receive verbal and written instructions and see them through to conclusion;

*           Work proactively and use own initiative to progress tasks;

*           Undertake client/matter creation and updating tasks, alerts, reserves, estimating tools and ensuring these are kept up to date and accurate throughout matter life;

*           Ensure compliance process is followed, including carrying out conflict checks, matter risk assessments and liaising with Central Inception team and clients for ID;

*           Run client financial reports;

*           Use our digital technology to update and manage in-house data systems such as Collaborate, Volume Control and Dialogue;

*           Participate in the running of helplines, websites, phone calls and logging referrals, which may include liaising with clients, counsel and other professionals;

*           Be a point of contact to assist with client and matter contact queries;

*           Initial drafting of correspondence and legal documents; and

*           Coordinate file reviews.


Diary management

*           Coordinate diary appointments ensuring papers, itineraries and all other arrangements are in place; and

*           Add key dates and reminders to diaries and matter files;


Finance and billing

*           Hold regular financial housekeeping meetings with lawyers, printing billing guides and preparing breakdown of costs and liaising with the finance team;

*           Raise draft proformas;

*           Help prepare and despatch client invoices with covering correspondence;

*           Liaise with counsel and experts regarding fee notes and outstanding bills;

*           Deal with general day to day client and finance queries;

*           Prepare finance forms including generating purchase orders;

*           Update internal reporting systems;

*           Manage standard annual rate review letters and terms of business;

*           Complete timesheet input for sickness/holidays/own time where appropriate; and

*           Manage lawyer/business support expense claims.


Managing workflow

*           Prioritise tasks effectively, including managing emails, monitoring inboxes, meeting deadlines, progressing instructions, providing regular updates and managing expectations;

*           Communicate effectively with lawyers and internal support teams, such as Business Support, Administrative Assistants and Document Production teams in order to meet required deadlines;

*           Provide clear instructions and review in order for high quality work to be completed;

*           Manage and update specific client spreadsheets; and

*           Manage multiple lawyers and delegate where appropriate using the support teams available. 


Pre-employment screening

Please note that, in the event that we make an offer of employment, we will conduct pre-employment screening that includes checks relating to your professional and academic qualifications, references from previous employers, your eligibility to work in the UK and any disciplinary history recorded with the Solicitors Regulation Authority (SRA). You will also be required to complete a self-declaration to access your character and suitability.


Disclosure and barring service check

This post is also subject to a satisfactory response from the Disclosure and Barring Service (DBS) to check for any previous criminal convictions/cautions.


The Mills & Reeve Business Services career structure

We have a firm wide Business Services career structure and a published career progression framework.  Within the firm wide career structure there are five career levels.  For the purposes of the framework, this role is at an Advisor  level and the role profile that details the outcomes and activities expected of across the firm is included with this job description.  Further information on the firm’s Business Services career structure is available from the HR team.


The package

As you would expect, the firm offers a generous salary and benefits.  The firm’s standard benefits are detailed in the following link:


The firm

What really sets Mills & Reeve apart from other law firms is the way we work with our clients. We understand that clients, in the 21st century, no longer want a traditional law firm – they want one that embraces forward thinking approaches to service, billing, commercial know-how, innovation, people management and community engagement.


And finally

Mills & Reeve is committed to providing an inclusive and supportive working environment. We are happy to consider flexible working arrangements and endeavour to achieve the right balance for both our people and the business. This attitude to flexible working ensures we continue to provide outstanding service to our clients, whilst allowing our people to develop their careers in the knowledge that personal priorities will remain just that.


Mills & Reeve is committed to promoting equality, diversity and to providing an inclusive and supportive environment. Please click the link below to find further information regarding our diversity policy.




If you would like any more information about Mills & Reeve, you can visit our website by clicking on the following link: