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. 

Due to the growth of the firm, this newly created role is an exciting opportunity to provide high-level support to our Head of Corporate and Professional Services Group Sector and our Co-Heads of Financial Services and Financial Services Sector.

The purpose of this hands-on role is to ensure the three lead partners are able to operate at their most effective level, to continue to move their departments and sectors forward. 

The individual should demonstrate their own initiative and enthusiasm for the role, be keen to proactively develop relationships across the departments and have a flexible and adaptable approach to work.

Reporting line

• This role will report into our Legal Support Manager and will be a valued member of the wider Legal Support Team, our Corporate and Financial Services Department.
• Build a strong relationship with the Legal Support Team in the respective departments.

Working pattern

• Monday to Friday 9.30-17.30 with flexibility to meet demands of the role outside of core hours, including attendance at evening department and sector events.
• WFO attendance is a minimum of 60% each week, preferably 80%.

Working for the Head of Corporate and Heads of FS, this role will:

• be responsible for accurate, efficient email management, including reviewing, highlighting, filing and deleting emails as appropriate emails;
• be responsible for accurate, efficient diary management including the organisation of internal and external meetings ; conferences ; department 1-2-1s ; client lunches.
• manage all travel and logistics for diary commitments (UK and overseas);
• prepare documents and reports for department meetings, including the collation and distribution of agendas, tracking actions to chase as appropriate to ensure movement / completion;
• support with the smooth running of the department’s administration, for example, the generation of the department’s capacity schedule (inc WFO data), chasing unposted/unallocated time, holiday approvals and resource planning, organising appraisal and annual budget meetings, space planning etc;
• update our CRM system with business development activities and relevant contact information;
• act as a sounding board for department members on various matters, dealing with matters proactively, or bringing to the attention of the relevant HoD where appropriate;
• organise department social events, away days, strategy days and manage the budgets;
• liaise with the BD & Marketing team to support the department’s marketing and BD activities and annual directories submissions.

FS and PSG Sector Group support:

• supporting the Head of Corporate in his role to lead the PSG Sector in the organisation of internal and external meetings; conferences; travel and logistics for diary commitments (UK and overseas);
• supporting the Co-Heads of Financial Services in their role to lead the Financial Services Sector in the organisation of internal and external meetings; conferences; travel and logistics for diary commitments (UK and overseas);
• prepare documents and reports for Sector meetings, including the collation and distribution of agendas, tracking actions to chase as appropriate to ensure movement / completion;
• update our CRM system with business development activities and relevant contact information for all PSG/FS group members as appropriate
• manage the collation of materials ahead of directory submissions for the PSG Sector/FS Sector;
• liaise with the BD & Marketing team to co-ordinate sector activities and management of CRM and other sector data

The person suitable for this role requires:

• a proactive approach
• a desire to be part of a team and to develop relationships across the department / sector
• genuine enthusiasm to play an integral part in the firm’s future success
• an ability to work autonomously, taking decisions independently
• an understanding of partnership structure / dynamics
• proven experience of operating at a senior executive level
• proven ability to demonstrate sensitivity and discretion in the execution of their role
• excellent written and verbal communication skills
• meticulous attention to detail
• strong time-management and organisational skills
• the ability to flex and adapt as the business needs require
• a high level of proficiency in Microsoft Office with aptitude to learn new software and systems