Executive Assistant- Marine, Trade and Offshore (no agency submissions)

Job title: Executive Assistant- Marine, Trade and Offshore (no agency submissions)

Company: Stephenson Harwood


Job description: What we will offerIf you require this document in an accessible format (e.g. large print), please contact hr.recruitment@shlegal.comWe will offer you a place where you can be yourself and where there are no limits on what you can achieve. With us, you can take ownership of your career and have honest conversations throughout. You would join an ambitious firm with a clear strategy for profitable growth where you can get early responsibility. Here you can expect a competitive and fair reward as well as recognition based on all round performance. This forms part of our internal promise to you, The Deal, between the firm and its employees.You can expect:

• A competitive salary and a host of family friendly policies
• Life assurance, private health and dental care for you and your family
• A range of flexible benefits including retail vouchers
• The opportunity to support the firm’s charity through volunteering leave
• A wellbeing strategy that focuses on preventative measures to maintain overall health, and tools and support for when our people experience physical or mental difficulties. The strategy focuses on four pillars: physical, emotional, financial and social aspects.
• Most of our roles are hybrid, meaning that colleagues benefit from working in our office and remotely. We are happy to discuss this and other flexible working arrangements with you as part of the application and interview process.

Team StructureThis role is for a proactive and highly competent Executive Assistant (EA) who will operate successfully in a pressurised and fast-paced environment. The ability to collaborate with fee earners and clients, provide professional and client-focused support, and build effective relationships, are key to the success of this role.Responsibilities will include undertaking complex tasks and projects, providing transactional support, and playing a critical role in managing all routine and daily administrative tasks. A flexible and adaptable attitude is essential – as is the ability to take ownership, drive processes and support change within the business.Main ResponsibilitiesAdministrative
Proactively manage, control and fully understand fee earner diary using discretion and business knowledge to prioritise commitments. This will include extensive arrangements of appointments, conferences and meetings across different time zones and offices, using different processes and IT infrastructure (videoconferencing, tele-conferencing, client office software etc.).Develop and maintain a robust file management system for all electronic and hard copy correspondence, and documents, ensuring adherence to naming conventions policy.Liaising regularly with fee earners to identify work commitments, prioritising workloads accordingly.
Prepare for all meetings, including preparation of all pre-reading documentation (if appropriate), follow up and coordinate all meeting actions, ensure they are properly recorded and dealt with, including any necessary follow-up communications.Travel arrangements including liaison with travel company, arranging visas, booking travel and accommodation, arranging currency, preparing itineraries, ensuring compliance with the firm’s Travel Policy at all times
Coordinate and assist with global visitors.Arrange photocopying, printing, scanning, organising post and couriers, etc.
Ensuring partner PDPRs are up to dateClient relationship management
Build strong and effective relationships with, and develop and maintain a comprehensive knowledge of, internal and external clients and their teams
Support lawyers in marketing activities including research and obtaining client information and data, as well as involvement in preparation of pitches and presentations
Support the internal business development team by undertaking an event secretary role, managing the e-alert process, assisting with legal directory administration and delegating tasks appropriately
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 appropriateFinancial
Ensure all new client/matter onboarding processes are completed accurately, following up as appropriate and adhering to risk and compliance requirements at all times
Coordinate and action the production of accurate compliance documents (including drafting engagement letters, critical information and collection proforma, etc.)
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: agreeing billing dates, gathering disbursements, initiating prebills, complete billing checklist (to include: time transfers, write-offs, applying discounts, returns to WIP, producing drafts and updating Expert as appropriate). Submitting prebills for approval
Preparing covering emails/letters, and ensure completed invoices are despatched in a timely manner and uploaded into delivered bills
Using Aderant to assist fee earners with financial queries, producing reports if required
Ensuring 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 appropriatelyCommunication
Act as gatekeeper for fee earners, taking appropriate messages and ensuring they are passed on/followed up appropriately
Using own initiative to manage post and email accounts: screening, prioritising and dealing with incoming emails and post in fee earners absence; develop and maintain systems to promote efficiency
Draft high-quality correspondence, engagement letters, documents, agendas, presentations and spreadsheets or other (non-legal) correspondence on behalf of fee earners, actioning responses if appropriateDocument and File Management
Proactively delegating document production and dictation transcription to appropriate resource, providing appropriate timeframes for work and checking returned work if required
Actively filing documents appropriately within iManage, ensuring compliance with the Stephenson Harwood naming conventions policy
Following the Records Management policy and procedure, undertaking regular records management of files and papers for fee earners, ensuring all documents are recorded electronically and recording original documents in the Records Management system prior to off-site storage
Undertake regular file reviews, closing finished matters when appropriateAdditional Responsibilities
Proactively identify areas of responsibility and tasks to take ownership of the same
Drive processes through to delivery via appropriate workflows (i.e. partners, business service teams, etc.)
Support additional stakeholders and colleagues as and when required
Identify and facilitate knowledge sharing within peer group and wider team
Mentoring and coaching junior members of the team
Identifying areas for continuous improvement and implementing solutions
Maintain strong knowledge of own practice, key matters, business issues and ‘hot topics; so that appropriate priority is given to queries and requests.Attributes/Skills Required

• Excellent academic background
• Relevant experience, ideally gained in a law firm
• Advanced Microsoft Office skills
• Commercial and financial acumen
• A thorough understanding of working in a professional, service driven environment and stakeholder/client/business confidentiality
• Confident and professional manner with the ability to build strong relationship with fee earners and clients
• Excellent communication skills and the ability to interact at all levels
• Collaborative and supportive of the business and its initiatives
• Adaptable and open to change showing a willingness and confidence to make suggestions for change where appropriate
• Strong organisational skills and excellent attention to detail
• Ability to remain proactive and flexible at all times
• Reliable, hardworking, work to tight deadlines and have the ability to remain calm when under pressure
• Anticipate and identify potential problems and provide innovative solutions

This job description is indicative only and does not represent an exhaustive list of responsibilities. The firm reserves the right to alter or change the responsibilities at any time, in line with the firm’s strategy and business needs.About the FirmAbout the FirmWith 8 offices worldwide and with our headquarters based in London, Stephenson Harwood is a law firm where our people are committed to achieving the goals of our clients – listed and private companies, institutions, and individuals across the globe. Our mix of expertise and culture results in a combination of deep local insight and the capability to provide a seamless international service.Our experience encompasses corporate, commercial litigation and arbitration, employment, pensions and private wealth, finance, marine and international trade, and real estate and projects.We assemble teams of bright thinkers to match our clients’ needs and give the right advice from the right person at the right time. Dedicating the highest calibre of legal talent to overcome the most complex issues, we deliver pragmatic, expert advice that is set squarely in the real world.We understand the power of diversity in delivering that high calibre advice to our clients. We want to attract diverse talent and we particularly encourage applications from underrepresented demographics.Our values:Individuality – We encourage creativity and develop talentCommitment – To be the best and deliver the highest standardTeamwork – We work together to build close, long-term relationshipsStraight talking – We say what we mean and do what we sayThese values express the personality of the individuals within our firm. They are the behaviours we encourage in our people and the standards which inform our decisions and actions.Our vision into 2026To be a successful firm where talented people work together in an entrepreneurial environment, building long term client relationships.This vision is about who we want to be, as well as who we are. It is as much about our values as about our character – the attributes we want to see from all of our people. That’s how we unlock our entrepreneurial spirit, advising our clients with top performing teams.A key part of the 2026 strategy is to focus on five core sectors: energy transition; life sciences and healthcare; private capital and funds; technology; transportation and trade. These have been identified as crucial in the drive for accelerated profitable growth.#LI-DNI

Expected salary:

Location: Dubai

Job date: Thu, 12 Jun 2025 05:40:50 GMT

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