Executive Administrator

Job Description

Executive Administrator

Law Firm, London, 12-month fixed term contract, £30-35K pa.

Our client, a leading Law Firm is looking for an Executive Administrator to start ASAP. This brand new role will assist the team with the smooth running and administration of Chambers and Chambers’ pupillage process. This is an exciting opportunity to join a busy and thriving barristers’ chambers and shape a brand-new role. They work in the office 4 days with 1 day at home.

Responsibilities of the Executive Administrator

• Diary management including coordination and organisation of internal, external & virtual meetings for SMT.
• Organisation of business travel/accommodation and visa applications.
• Undertake market research in the legal sector and production of briefing notes for marketing trips.
• Oversee/maintain full barrister contact records.
• Scheduling of internal management meetings, practice review meetings, practice group meetings and annual staff reviews, including minute taking.
• Organisation of Chambers meetings; collation and transmission of supporting documentation; setting up/managing hybrid meetings and the issuing of voting links.
• Provision of secretarial and administrative support to other sub-committees.
• Update Chambers intranet page.
• Deal with incoming and outgoing verbal and written correspondence, including filing documentation.
• General administrative support as required.
• Management of practice administration.
• Deal with enquiries regarding pupillage or work experience.
• Coordinating the pupillage application process.
• Update internal application registers, as well as dealing with telephone enquiries.
• Maintaining Equal Opportunities and Diversity (E&D) data, including contextual recruitment information.
• Organising and compiling applications for distribution to the Committee.
• Corresponding with applicants to either reject their application, defer it to future years, or invite them for a mini-pupillage.
• Arranging and diarising mini pupillages.
• Pupillage interviews: scheduling meetings, gathering all necessary documents.
• Gathering information for the annual internal pupillage review.
• Prepare welcome packs for pupils for induction week.
• Organise university events in conjunction with events team if in house, & arrange external visits.
• Organise a September reception, in collaboration with the events team, for new joiners, & events for pupils throughout the pupillage year.
• Providing ad hoc assistance during busy periods, particularly for law fairs and other events with universities and outreach organisations.

Person specification and skills

• Ability to work in a busy environment.
• Ability to work efficiently in a team.
• Ability to prioritise and undertake several tasks.
• Attention to detail and accuracy when dealing with large volumes of data.
• Appreciation of issues of confidentiality in handling personal and financially sensitive data.
• Smart presentation and appearance (dress code: business attire)
• IT literate: working knowledge of MS Word and Excel is required.
• Commitment to equal opportunities.
• Good organisational skills

Due to the large number of applications that we receive, only shortlisted applicants will be contacted. Val Wade Recruitment are actively looking for applicants from underrepresented communities, and pride ourselves as an equal opportunities’ employer and agency.