Executive Assistant

Executive Assistant — Middle East (Maternity Cover)

About the Role

This is an exciting opportunity to join a top-tier international law firm in a key role within its Middle East team. The Executive Assistant (EA) will report to the Head of Middle East, bringing substantial EA experience gained within an international law firm based in the Middle East. A high level of professionalism, discretion and commercial awareness is essential.

This is a full-time, fixed-term position of up to eight months to cover maternity leave. Working hours are Monday to Friday, 9:00am to 6:00pm, with the option to work from home one day per week.

We are seeking an agile, highly organised and responsive professional who is passionate about providing outstanding EA support to the Head of Middle East and contributing positively to the wider team. The role requires someone who can proactively manage competing priorities, build strong working relationships with stakeholders at all levels, and consistently deliver work to a high standard. The ideal candidate will take pride in going above and beyond, while exercising sound judgement and maintaining confidentiality at all times.

Roles and Responsibilities

Executive Support, Diary & Stakeholder Management

• Proactively manage the Head's complex, high-volume diary, scheduling internal and external meetings across multiple time zones and senior stakeholders with competing priorities.
• Act as gatekeeper, triaging meeting requests, queries and issues, and redirecting them appropriately while ensuring matters are resolved effectively.
• Prepare agendas, attend meetings the Head is attending or chairing, take detailed notes and action logs, and follow up with action owners to ensure timely completion.
• Attend meetings alongside or on behalf of the Head where appropriate, independently managing follow-up actions and keeping the Head fully briefed.
• Prepare briefing materials, summaries, background information and data to support strategic and commercial decision-making.
• Anticipate information needs and liaise with Finance, BD, HR, Compliance and other Business Operations teams ahead of key meetings or decisions.

Travel, Logistics & Trip Optimisation

• Arrange end-to-end complex travel, including multi-destination international itineraries, transport, accommodation and airport transfers.
• Manage all visas, permits and travel documentation, ensuring sufficient lead time and compliance with jurisdiction-specific requirements.
• Provide strategic input into travel planning, combining multiple objectives (client meetings, internal meetings, events and business development) into a single itinerary where possible.
• Liaise with colleagues across offices and functions to ensure a joined-up, firm-wide approach that maximises the value of each trip.
• Manage last-minute changes to travel and schedules calmly and efficiently.
• Prepare detailed post-trip reports covering meetings held, key outcomes, opportunities and next steps, and ensure all follow-up actions are diarised and progressed.

Marketing & Business Development Support

• Manage speaking engagements and thought-leadership commitments, tracking deadlines, coordinating research, and drafting materials such as panel questions or speaker scripts.
• Arrange briefing meetings ahead of panels, speaking slots or publications to ensure the Head is fully prepared.
• Liaise with the Knowledge team and internal stakeholders to obtain research and background material, ensuring contributions are accurate and high quality.
• Register the Head for events and prepare comprehensive pre-event briefings, including attendee information and engagement objectives.
• Work with the Head and Business Development teams to maintain up-to-date client target lists, tracking status and ensuring assigned actions are progressed.
• Provide regular status updates on progress, upcoming actions and any slippage against objectives.

Billing, Finance & Expenses

• Manage the full monthly billing process for the Head's matters, maintaining detailed knowledge of client fee agreements, caps and billing arrangements.
• Prepare draft bills for approval, liaise with Finance, and issue final invoices to clients in their preferred format with appropriate covering correspondence.
• Manage client billing queries in coordination with Finance and the Head.
• Oversee expense submissions, liaising directly with vendors to obtain duplicate receipts or supporting documentation where needed.
• Ensure expenses are accurately described, correctly coded and supported by appropriate budget-holder approval in line with firm policy.
• Proactively follow up on outstanding invoices and payments, keeping the Head and the Billing and Finance teams fully informed.

Performance & People Processes

• Support the Head throughout the performance review process, scheduling review meetings in line with firm-wide deadlines.
• Prepare review meeting packs, ensuring all required documentation and financial data are available in advance.
• Monitor and follow up to ensure reviewees complete required system inputs ahead of meetings.
• Attend performance review meetings to take detailed notes and assist the Head during discussions.
• Support completion of post-meeting evaluations, notes and system requirements, and maintain oversight of outstanding actions.
• Maintain close, regular communication with HR throughout the review cycle, confirming deadlines and ensuring all requirements are met accurately and on time.

CRM & Relationship Management

• Maintain and update the Head's contacts and relationship data in InterAction, accurately recording activities, meetings and notes.
• Support the Head in managing effective working relationships with other law firms and referrers across jurisdictions.
• Track inbound and outbound referrals between the firm and external law firms, ensuring they are recorded accurately and progress is monitored.
• Ensure referral relationships are actively maintained, with appropriate follow-up on agreed actions and opportunities.

Recruitment & Business Operations Liaison

• Maintain oversight of Middle East recruitment activity, liaising with HR and updating the Head regularly.
• Act as a key coordination point with Business Operations functions (HR, Finance, BD, Compliance, IT and Operations) to ensure strong communication, alignment and effective delivery of regional initiatives.
• Establish regular Middle East Operations meetings to keep all functions informed, aligned and engaged, agreeing deliverables and capturing activities, deadline changes and requirements for the Head's radar.
• Ensure key outputs feed into agendas and briefing materials for wider Middle East leadership or team meetings.

Person Specification

• Proven experience as an Executive Assistant, Legal PA or in a similar role supporting a senior Partner or regional lead, ideally within an international law firm or professional services environment.
• Demonstrable experience managing complex diaries and multi-time-zone scheduling for senior stakeholders.
• Strong experience arranging complex international travel, including multi-destination itineraries, visas and short-notice changes.
• Experience supporting billing and financial processes, including preparing draft bills, liaising with Finance and following up on client payments.
• Experience supporting people and performance review processes, including scheduling, preparing documentation and assisting with system requirements.
• Experience working closely with HR, Finance, BD, Compliance and other Business Operations teams, with the ability to coordinate and track actions effectively.
• Highly organised, with excellent attention to detail and the ability to manage multiple priorities in a fast-paced environment.
• Strong written and verbal communication skills, with the confidence to draft correspondence and reports on behalf of a senior leader.
• Ability to exercise sound judgement, discretion and confidentiality when handling sensitive matters.
• Proactive, flexible and resilient, with the ability to adapt quickly to changing priorities.
• Advanced proficiency in Microsoft Office, with experience using practice management, CRM and expense management systems.
• Professional, client-focused approach, with the confidence to liaise directly with senior stakeholders and clients.
• Fluent written and spoken English.