Executive Assistant

Madrid

Up to 45,000 Euros per year

My client, a leading international law firm are looking for an experienced Executive Assistant to support in their Madrid office.

Key Duties

• Proactively manage, control and fully understand fee earner diary using discretion and business knowledge to prioritise commitments.
• Develop and maintain file management system for all electronic and hard copy correspondence and documents, ensuring adherence to the naming conventions policy.
• Regular, in person, liaison with fee earners to identify work commitments, prioritising workloads accordingly.
• Prepare for all meetings including preparation of all pre-reading
• Extensive travel arrangements including liaison with travel company, arranging visas, booking travel and accommodation, arranging currency, preparing itineraries, always ensuring compliance with the firm’s Travel Policy.
• Coordinate and assist with global visitors.
• Arrange photocopying, printing, scanning, organising post and couriers etc.
• Ensure partner PDPRs are up to date.
• Build strong and effective relationships with both internal and external clients and their teams.
• Support lawyers in marketing activities, such as researching and obtaining client information and data, as well as involvement in preparation of pitches and presentations.
• Proactively maintain and update the client relationship management system, ensuring any follow ups are actioned.
• Attend and contribute to team meetings as required, detail and progress action points as appropriate.
• Ensure all new client/matter onboarding processes are completed accurately, following up as appropriate and always adhering to risk and compliance requirements.
• On a weekly basis, produce and review Intapp new matter report to ensure all new matters are cleared for billing, following up to action as appropriate.
• Coordinate and action the production of accurate compliance documents
• Attend and actively participate in WIP and credit control meetings, undertaking and driving actions as agreed.
• Produce and review WIP reports, identifying matters for billing, write-offs, debtors and client credits.
• Manage partners' billing processes
• Prepare covering emails/letters and ensure completed invoices are despatched in a timely manner and uploaded into delivered bills.
• Use Aderant to assist fee earners with financial queries, producing reports if required.
• Ensure disbursements and all client payments are processed accurately, having completed all relevant pre-checks.
• Undertake client audits and prepare draft documentation.
• Ensure expenses, receipts and contact reports are completed, uploaded and filed appropriately. Communication

Apply today for immediate consideration!