Executive Assistant / Office Manager
Gresham Legal – Litigation Law Firm
Full-time, based in London Office
Overview
We are a boutique litigation law firm, advising on complex and high-value disputes. We are seeking an experienced Executive Assistant / Office Manager to take a central role in supporting the partners and ensuring the effective day-to-day operation of the firm.
The role combines senior-level executive assistance with responsibility for office management, financial administration, and practice support. It will suit an individual with prior experience in a law firm or professional services environment who is confident operating with autonomy and judgment.
Key elements of the role include:
- High-level executive support to partners
- Office and facilities management
- Legal cashiering and billing administration using Cashroom and Efimis
- Practice and matter administration
- Marketing, CRM, and business development support
- HR and people-related administration
Role Purpose
The Executive Assistant / Office Manager is responsible for providing senior, proactive support to the partners while overseeing the operational, administrative, and financial infrastructure of the firm. The role requires a strong understanding of how a litigation practice operates, including partner workflows, billing cycles, client service expectations, and regulatory discipline.
Key Responsibilities
- Executive & Partner Support: Act as primary executive support to partners, manage complex diaries, workflows, correspondence, and action tracking; act as a trusted gatekeeper.
- Office Operations: Oversee daily facilities, front-of-house, client hospitality, supplier relationships, and health & safety compliance.
- Finance & Cashiering: Day‑to‑day administration, legal cashiering via Cashroom and billing/invoicing via Efimis monitor WIP, and drive timely billing and liaise with finance providers.
- Practice Administration: Oversee administrative processes and optimise the iManage document management system.
- Marketing & Business Development: Coordinate pitches, firm‑wide marketing and business development, directory submissions, CRM data integrity, and client events.
- HR & IT Logistics: Handle day‑to‑day HR administration and act as first point of contact for queries (recruitment, onboarding, records, training) and serve as the on‑site liaison for outsourced IT.
- Process Improvement: Optimise Microsoft 365 usage and identify operational efficiencies.
Requirements
- Significant experience as an Executive Assistant, Office Manager, Practice Manager, or senior legal support professional.
- Prior experience within a law firm or professional services environment.
- Practical experience using Cashroom for legal cashiering and Efimis for client billing.
- Strong understanding of billing cycles, WIP management, and financial administration in a legal practice.
- Experience with document management systems, ideally iManage.
- Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, Powerpoint, Teams).
- Excellent organisational, drafting, and prioritisation skills.
- High level of discretion and sound judgment when handling confidential matters.
- Proactive, reliable and highly organised.
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