Executive Assistant – 12 Months FTC
Company: Mills & Reeve
Location: Birmingham, England, United Kingdom
Overview
An exciting opportunity to join Mills & Reeve’s Birmingham office as a 12‑month fixed‑term, full‑time Executive Assistant. The role provides comprehensive support to the local team, working closely with Team Leaders, Regional Executive Services Managers, and internal resources such as the Document Production team, Administrative Assistants and Business Services.
The Role
You will manage multiple lawyers and delegate tasks where appropriate, prioritise your own work agenda, and maintain excellent communication with clients and internal stakeholders. Your organisational skills, attention to detail, and resilience will be essential for success.
Qualifications & Experience
* Experience in a professional services environment, preferably providing executive support to lawyers or similar professionals.
* Strong organisational and multitasking abilities.
* Excellent written and verbal communication skills.
* Ability to build sustainable relationships with internal and external clients.
* Willingness to take on new responsibilities and challenges while remaining resilient.
Key Responsibilities
* Business Development
o Manage and attend team meetings, taking minutes and arranging travel, rooms, catering, and equipment.
o Plan events, liaise with support teams, and update attendee lists or reports.
o Engage in networking to build relationships and promote the firm’s profile, including use of LinkedIn.
o Process email bounce‑backs, feedback forms and log referrals and activities.
o Support legal directory submissions and update lawyer biographies/CVs and sector pages.
o Assist with newsletters and add clients to mailing lists.
* Client Service
o Deliver outstanding client service, taking responsibility for improvements.
o Execute verbal and written instructions to completion.
o Use initiative to progress tasks proactively.
o Maintain client/matter creation tools, alerts, reserves, and estimating tools.
o Ensure compliance process is followed, including conflict checks and risk assessments.
o Run client financial reports and manage in‑house data systems such as Collaborate, Volume Control and Dialogue.
o Participate in helplines, websites, and phone calls, and log referrals.
o Serve as a point of contact for client and matter queries.
o Draft initial correspondence and legal documents.
o Coordinate file reviews.
* Diary Management
o Coordinate diary appointments and ensure all arrangements are in place.
o Add key dates and reminders to diaries and matter files.
* Finance and Billing
o Hold financial housekeeping meetings with lawyers and liaise with the finance team.
o Raise draft proformas and prepare client invoices with covering correspondence.
o Liaise with counsel and experts regarding fee notes and outstanding bills.
o Handle day‑to‑day client and finance queries.
o Generate purchase orders and update internal reporting systems.
o Manage annual rate review letters, terms of business, and expense claims.
* Managing Workflow
o Prioritise tasks, manage emails, monitor inboxes, and meet deadlines.
o Communicate effectively with lawyers and support teams.
o Provide clear instructions and review for high quality work.
o Update client spreadsheets and delegate tasks as suitable.
The Benefits
We offer a competitive salary and a wide range of benefits. Click here to find out more about our core benefit offering.
Pre‑employment Screening
If offered the role, we will conduct comprehensive pre‑employment screening, including DBS checks, right‑to‑work verification, a three‑year employment history, and a self‑declaration of character and suitability.
Mills & Reeve
Mills & Reeve is centred on delivering more for clients, businesses and communities. With 1,450+ people and over 850 lawyers, we aim high, communicate openly, collaborate easily, and care deeply for clients and the planet.
Diversity & Inclusion
Every person at Mills & Reeve brings a unique perspective. We are committed to providing an inclusive and supportive working environment and encourage everyone to request workplace adjustments when needed.
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