Executive Assistant

Description

An exciting opportunity has arisen within Reed Smith's Operations team, to join in the position of Executive Assistant & Office Coordinator.

We are seeking a highly organized, detail-oriented Executive Assistant & Office Coordinator to support firm leadership and oversee daily office operations. This role is critical to ensuring the smooth functioning of the firm by providing high-level administrative support to attorneys while coordinating office logistics, vendor relationships, and internal processes. The ideal candidate is professional, discreet, proactive, and thrives in a fast-paced legal environment.

Responsibilities

Executive Assistant Duties

• Provide high-level administrative support to partners, senior attorneys and attorneys.
• Manage complex calendars, scheduling meetings, court dates, and deadlines.
• Prepare, edit, and proofread legal correspondence, memoranda, and presentations.
• Coordinate travel arrangements and prepare itineraries.
• Handle confidential and sensitive information with the utmost discretion.
• Serve as a liaison between attorneys, clients, court personnel, and internal staff.
• Support and assist with matter opening, organization and follow-up.
  
  

Billing

• Assist in monitoring the billing process as required using 3E.
• Assist in preparation of bill narratives, financial edits and draft cost details as required.
• Detailed understanding and experience in billing is desirable, EAs are heavily involved with the billing process.
• Raise, monitor and issue appropriate cheques for clients or third parties as required.
• Record time for fee earners in their absence or as required.
• Communicating with clients and/or outside co-counsel on fees, invoices and ad hoc queries.
• Maintaining record of client specific rates and billing requirements.
• If required, maintaining and updating trackers for key clients or projects.
  
  

Office Coordination & Operations

• Oversee daily office operations to ensure efficiency and professionalism.
• Manage office supplies, equipment, and vendor relationships.
• Coordinate onboarding and offboarding of employees.
• Support with maintaining office policies, procedures, and organizational systems.
• Serve as the primary point of contact for office facilities and maintenance issues.
• Coordinate internal meetings, firm events, and trainings.
• Assist with records management and file organization (physical and electronic).
  
  

Administrative & Firm Support

• Working closely with the wider Finance and Accounting teams to assist with billing, expense reports, and basic accounting coordination.
• Provide backup support to other administrative staff as needed.
  
  

Key Skills And Attributes

• Solid oral and written communication skills.
• Ability to liaise with people at all levels and various personalities, including partners, business services staff, and clients, as well the ability to handle stressful situations calmly.
• Ability to prioritise workload and solve problems quickly.
• Collaborate with virtual teams and manage work that is generated and required in different time zones.
• Excellent attention to detail.
• Sensitive to cultural differences and issues.
• A self-starter and excellent team player.
• Flexible and versatile approach to work and enjoy collaborating with a team comprised of different needs, styles and requirements.
• Be resourceful, proactive and creative.
  
  

Experience

• Bachelor's degree or equivalent professional experience preferred
• 3+ years of experience as an executive assistant, office coordinator, or similar role (law firm or professional services environment preferred)
• Strong knowledge of legal terminology
• High level of professionalism, discretion, and attention to detail
• Strong written and verbal communication skills
• Proficiency in Microsoft Office Suite (Word, Outlook, Excel, PowerPoint)
• Ability to work independently and anticipate needs
• A meticulous attention to detail with first class communication and organization skills.