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.
