Executive Assistant

Fox Williams offers a unique opportunity to advance your career in a personable, progressive and entrepreneurial environment.  Our people and culture are important to us and central to everything we do. We continually strive to create and maintain a friendly and supportive environment for our staff.   You will quickly get to know everyone from the Senior Partner to the most junior staff.  Whilst we are recognised for our strong culture and investing in our people, we are equally well known for our high profile matters, quality of our work and solving our clients’ most complex legal issues. 

The Executive Assistant will provide high-level support to the Head of Employment and to one or two other senior partners.

This is an exciting opportunity to excel in a client facing role within a firm that actively strives to be the best in industry and is committed to the development of its people.

The individual should be highly proactive and competent with the ability to provide professional and client focussed support. They should demonstrate the ability to use their own initiative, be forward thinking and demonstrate enthusiasm for the role with a flexible and adaptable approach to work.

The purpose of this hands-on role is to ensure the HoD can operate at their most effective level, to continue to move the firm forward.

This is a 13-month FTC starting Jan 2025. 

 

Responsibilities include:

• Using initiative to support the HoD with the smooth running of their department’s administration, including organising departmental meetings, appraisal review meetings, holiday approvals, chasing up on tasks, etc

• Using initiative to plan HoD’s time to include being proactive and thinking ahead in line with the competing demands of the HoD

• Highly proactive and efficient diary management, including the organisation of internal and external meetings; conferences; client lunches and social events; travel and logistics for diary commitments (UK and overseas)

• Highly proactive and efficient email management of inbox, including reviewing of all emails, highlighting of important emails, filing and deleting of emails

• Preparation of documents and reports for all management, departmental and other relevant meetings, including the collation and distribution of agendas, reports and minutes, tracking actions to chase as appropriate to ensure movement / completion

• Client matter administration, including client on-boarding; AML processes; creation of client engagement agreements

• Working with the HoD to develop a Business Development programme for key contacts and referrers

• Highly proactive assistance in updating the CRM system with Business Development activities and relevant contact information

• Highly proactive and efficient assistance with the billing process

• Assist with personal adhoc admin support, e.g. diary, travel, logistics

The person suitable for this role requires:

• Proven experience of supporting partners at a senior executive level

• Strong business and commercial acumen

• A highly proactive and efficient approach

• Excellent problem solving and decision-making skills

• Proven ability to plan and think ahead

• Proven ability to demonstrate sensitivity and discretion in the execution of their role

• Excellent written and verbal communication skills

• Meticulous attention to detail

• Outstanding time-management and organisational skills

• The ability to flex and adapt as the business needs require

• Proven ability to work under pressure and reach deadlines

• A high level of proficiency in Microsoft Office with aptitude to learn new software and systems

• A desire to be part of a team

• Genuine enthusiasm to play an integral part in the firm’s future success