Executive Assistant to Managing Partner

We are seeking a proactive and highly organised Executive Assistant to support the Managing Partner within our Executive Office department. This role requires an experienced individual with a strong background in legal or professional services environments to provide high-quality, proactive and confidential executive support to the Managing Partner. The role involves effective diary and meeting management, excellent governance support (agendas, minutes, board packs), seamless travel and expenses administration, and coordination of Executive Board activities.

The role will be based in our London office with occasional travel to support partner and firm events as required.

• Provide proactive diary management for the Managing Partner, including complex prioritisation of meetings and thoughtful forward planning.
• Arrange end-to-end travel bookings (UK and international): flights, rail, hotels, transfers, visas (where required), itineraries and contingency planning.
• Schedule and organise internal and external meetings requiring coordination of partner diaries, booking meeting rooms and ensuring appropriate room size, layout, technology and accessibility requirements.
• Ensure meeting documentation is prepared, available and circulated in advance; follow up on actions and deadlines as requested.
• Draft, send and manage emails/communications on behalf of the Managing Partner as agreed, exercising sound judgement and appropriate tone.
• Support people management activities of Managing Partner including managing holiday approvals and organising appraisals
• Organise work related benefits administration for Managing Partner as required, for example coordinating annual health assessments and flexible benefits selections.
• Process and reconcile expenses for the Managing Partner, ensuring compliance with firm policies and timely submission.
• Conduct ad hoc errands for Managing Partner as required.
• Approve hospitality social events sponsored by Managing Partner, and record costs for budget tracking purposes.
• Process invoices and support budget allocations, ensuring correct coding, approvals and timely payment.
• Schedule firmwide and partner Town Halls.
• Arrange internal team events such as the Executive Office Christmas party.
• Assist with Executive Board (EB) agenda planning and logistics.
• Update the EB diary and coordinate attendance, ensuring alignment with key firm milestones and decision points.
• Collate and circulate papers and meeting materials
• Book restaurants and organise hospitality for partner and executive meetings; organise lunches/dinners associated with EB meetings.
• Upload EB papers to the intranet and maintain orderly, permission-controlled access where relevant.
• Attend EB meetings to take accurate minutes and track actions; produce timely draft minutes and maintain action logs.
• Support partner votes and related governance processes (e.g., scheduling, distribution of materials, recording outcomes as instructed).

• Core competencies
• Discretion and confidentiality: Handles sensitive executive, financial, people and governance matters with sound judgement.
• Exceptional organisation: Able to manage complex diaries, multiple workstreams and changing priorities with attention to detail.
• Stakeholder management: Confident liaising with partners, senior leaders, external suppliers and business services teams.
• Written communication: Produces clear, accurate minutes, emails and meeting documentation with appropriate tone and structure.
• Meeting governance discipline: Strong understanding of agendas, papers, decision logging and action tracking.
• Proactivity and ownership: Anticipates needs, identifies risks early (e.g., diary clashes, missing papers), and drives tasks to completion.
• Calm under pressure: Performs effectively during peak periods (partner reviews, board cycles, events).
• Digital proficiency: Comfortable using document management, intranet platforms, e-signature tools (e.g., DocuSign), and collaboration sites.

• Advanced diary management across multiple time zones.
• High-quality minute taking (including synthesising decisions/actions from transcripts where relevant).
• Travel management, expenses processing, invoice handling and budget tracking.
• Document collation and pack production to executive standards.
• Confident use of Microsoft Office (Outlook, Word, PowerPoint, Excel) and meeting tools (Teams/Zoom).