Travers Smith

Travers Smith is a leading full-service law firm, with a wealth of experience in its areas of specialisation. The firm has a market-leading reputation for its international expertise in Asset Management, M&A and Dispute Resolution & Investigations. Clients include asset managers across the alternative asset classes (private equity, venture, credit, infrastructure and real estate), publicly listed and private companies, financial institutions, and other business enterprises involved in large and complex UK and cross-border matters, transactions and disputes. Our purpose is to provide the highest quality of service to our clients whilst enabling our people to achieve professional fulfilment in a supportive, inclusive and enjoyable working environment

The Role

The Executive Assistant delivers proactive, high-quality administrative and strategic support for Chiefs and other senior firm leaders, anticipating needs, enabling excellent decision making and acting as a trusted ambassador for the recipients.

This role sits with the Business Development, Marketing & Communications department and primarily supports the firm's Chief Marketing Officer (CMO) and the Director of Strategic Projects and Legal Operations with some limited support to Head of Clients and Head of Marketing.

Department

The Business Development, Clients, Marketing, Events and Communications team consists of 35 people who focus on increasing the profile of the firm and the brand through a variety of channels to create leads and opportunities that can increase profitable revenues. The department is at the forefront of several key strategic firmwide initiatives. Priding itself on achieving strategic aims while ensuring a collaborative, inclusive and rewarding team dynamic.

Core Competencies Overview

Key competencies include Proactivity, Teamwork, Effective Communication, Inspiring Confidence, Strategic Thinking and Problem Solving, as set out below. These competencies enable you to anticipate needs, promote collaboration, maintain clear communication, inspire confidence and solve complex issues efficiently.

Proactivity

Anticipate and address the needs of the people supported, pre-empt scheduling conflicts and decision hurdles, drive forward planning.

Teamwork

Collaborate with other EAs, Business Services Assistants and Administrators. Operate as part of a seamless unit by leveraging the capacity of colleagues, offering support and covering absences to ensure deadlines are met and excellent work is delivered. Collaborate to improve processes and streamline workflows.

Effective Communication

Liaise confidently and effectively across all levels and externally; act as gatekeeper as needed. Demonstrate constructive working relationships through effective communication and manage stakeholder expectations by providing clear, regular updates on task progress. Recognise when colleagues need support and communicate your own needs effectively, fostering trust and teamwork.

Inspiring Confidence

Deliver accurate, professionally presented work and set the tone for professional support standards, reinforcing the Firm's reputation for high-quality legal support.

Strategic Thinking

Support and drive firmwide initiatives and collaborate closely with key stakeholders to support the Firm's long-term goals. Align your tasks and initiatives with strategic priorities, ensuring they contribute to the Firm's overarching vision.

Problem Solving

Apply critical thinking skills to resolve both routine and complex logistical/support issues creatively and efficiently. Proactively identify areas for improvement and suggest solutions to drive efficiency and effectiveness.

Key Responsibilities

• Client Service Delivery : Act as a gatekeeper to Chiefs and other senior leaders, proactively organising time, meetings, and resources to ensure priorities are met and service is delivered to a high standard.
• Proactive Diary Management : Ensure complex diaries are managed in real time, anticipating travel and accommodation bookings, conflicting priorities, and room requirements across multiple leaders.
• Travel Coordination : Arrange travel, plan and execute detailed itineraries for internal and external events and international trips, handling all logistics, documentation, and pre-trip materials.
• Stakeholder Engagement : Support in building and managing relationships, demonstrating awareness of key stakeholders, and acting as an ambassador to the Chiefs and other senior leaders.
• Communication Management : Handle confidential communication, manage message taking, and act as liaison for Chiefs and senior leaders with both internal and external stakeholders.
• Document & Board Pack Management : Prepare, review, and manage key documents, presentations, reports, and board packs supporting firm governance and management priorities. Ensure accuracy and effective formatting, utilising document production resources, as appropriate. Take the lead on the preparation of the monthly CMO report for the Partnership Board.
• Business Development and Marketing Support : Assist with business development activities, including scheduling meetings, organising client and/or department events, managing directory submissions, and supporting firm social media and communications. Support planning and logistics for pitches, client events, and seminars, including preparing Vuture/InterAction updates, booking venues, arranging catering, managing attendee tracking, and distributing event materials.
• CRM & Business Services Systems Management : Maintain and update client and stakeholder databases, ensuring new prospects, contacts, and activities are recorded and shared across departments. Track BD and marketing activity, record outcomes in the firm's CRM system, and support quarterly and annual legal directory/award submissions.
• Training, Guidance & Compliance : Provide induction and training support for new joiners within the department; maintain up-to-date information on protocols and compliance requirements, sharing guidance as needed.
• Administrative Support : Serve as primary contact for administrative requests from business services leaders, manage correspondence, and coordinate onboarding, logistics, and day-to-day operations. Assist with the creation and formatting of presentations, client credentials, pitches, and submissions, delegating to the Document Production team, as appropriate.
• Financial Administration : Assist with, expenses, budget management, supplier management, credit control, payments, and reconciliation in accordance with business services processes and requirements.
• Project Management & Cross-Functional Support : Lead, manage, or actively contribute to firmwide business services projects and initiatives, collaborating with other EAs and assistants to achieve strategic objectives and ensure cross-team cover during peak periods and absences.
• Efficiency Optimisation : Continually review workflows, systems, and practices to enhance productivity and improve support service delivery to assigned business services leaders and functions.

Skills and Attributes

• Proven experience in a similar role within a legal or professional services environment.
• Experience of managing tasks and priorities with a practical approach.
• Excellent communication skills, with the ability to build and maintain client relationships.
• Ability to foster excellent working relationships at all levels.
• Strong attention to detail and accuracy in all communications and deliverables.
• Proactive adaptable attitude , with the ability to balance conflicting priorities and improve working practices collaboratively.
• Effective in handling and maintaining the highest level of confidentiality with sensitive information.
• Exceptional organisational skills, optimising and managing workflows effectively.
• Client service-focused with strong interpersonal skills.
• Ability to work independently and collaboratively, with a hands-on approach.
• Capable of making decisions in the absence of a key stakeholder.
• A proactive attitude with the capability to adapt to change.
• Demonstrates good knowledge of AI.

Technical Skills

• Advanced knowledge of Microsoft Office.
• Advanced knowledge of document management/case management systems.
• Ability to operate the Firm's various software packages and adapt to technological changes.

Additional Responsibilities

• Attend relevant training to keep up-to-date with firmwide procedures.
• Commitment to continuous learning and performance improvement.
• Act as a role model

We are excited to have moved from our London headquarters in Snow Hill, to a brand-new building in the City - Stonecutter Court.

Diversity & Inclusion statement: We value and celebrate the unique backgrounds, perspectives, and experiences of every individual including differences in gender, ethnicity, disability, faith, and more. We're committed to building an inclusive workplace that reflects the diversity of our clients and communities, where everyone feels empowered, respected, and heard. We actively partner with organisations and networks that champion equality and fairness, ensuring our policies and practices uphold these values.

Accessibility statement: If individuals have any accessibility issues when reviewing this document, please notify a member of the Travers Smith HR team so that the document can be provided in your preferred format, such as large print, audio, or braille.

Support and Adjustments for candidates: We are committed to ensuring that people who are disabled or have a long-term condition are empowered in their identity, valued equally, and listened to. If we can adjust the recruitment process to make it more accessible, please let us know. For further information please visit our website: Recruitment - Support and adjustments for candidates | Travers Smith