Executive Assistant - Law Firm

Key Responsibilities

1. Team Leadership and Management

• Lead, coach and supervise the administrative team across multiple offices.

• Oversee onboarding, induction and technology set‑up for new team members.

• Drive ongoing training, development and regular team meetings.

• Manage rosters for permanent, part‑time, casual and intern staff.

• Foster a positive, high‑performing team culture and support staff retention.

2. Operational and Office Management

• Ensure smooth day‑to‑day office operations across all locations.

• Oversee facilities, maintenance and office logistics.

• Prioritise and coordinate resolution of maintenance and facilities issues in a timely manner.

3. Process and Policy Development

• Identify opportunities to improve administrative processes and implement changes.

• Work to increase efficiency and reduce turnaround times for key admin tasks.

• Develop, review and maintain administrative policies and ensure staff are kept up to date.

4. Document and Data Compliance

• Enforce consistent standards for document naming, storage, archiving and retention.

• Conduct regular audits to ensure files meet compliance requirements and quality standards.

5. Financial and Resource Management

• Manage the administrative budget and monitor spend against forecast.

• Identify and implement opportunities to reduce costs and improve value.

• Review supplier and vendor arrangements periodically to ensure they remain fit for purpose.

• Support the finance team with reconciliation, reimbursements and other related tasks as required.

6. Technology and Systems Oversight

• Maintain strong working knowledge of core business systems and software.

• Liaise with IT support to ensure issues are resolved within agreed timeframes.

• Monitor key administrative systems to support reliable, uninterrupted service.

7. Compliance and Risk Management

• Uphold strict standards around data security and confidentiality.

• Ensure compliance with privacy obligations and other relevant regulatory requirements.

• Review and update relevant policies on a regular basis and communicate changes to staff.

8. Executive and Strategic Support

• Provide high‑quality executive support to senior leaders.

• Assist with document preparation, client onboarding workflows and related administrative tasks.

• Support legal administration functions, including preparation and filing of documents.

• Handle client calls and act as a point of contact where appropriate.

• Manage and triage senior leaders’ email inboxes and coordinate diary management, meetings and travel.

• Provide cover for the admin team during leave or peak periods to support fee earners and leaders.

• Prepare regular operational updates and reports as requested.

• Lead firm‑wide administrative projects such as office changes and system implementations.

9. Stakeholder Communication

• Act as a key link between the administration function and other departments.

• Ensure clear, professional and consistent internal and external communications.