My client, a leading international law firm are looking for an experienced Executive Assistant to support in their Madrid office.Key DutiesProactively manage, control and fully understand fee earner diary using discretion and business knowledge to prioritise commitments.Develop and maintain file management system for all electronic and hard copy correspondence and documents, ensuring adherence to the naming conventions policy.Regular, in person, liaison with fee earners to identify work commitments, prioritising workloads accordingly.Prepare for all meetings including preparation of all pre-readingExtensive travel arrangements including liaison with travel company, arranging visas, booking travel and accommodation, arranging currency, preparing itineraries, always ensuring compliance with the firm’s Travel Policy.Coordinate and assist with integral visitors.Arrange photocopying, printing, scanning, organising post and couriers etc.Ensure partner PDPRs are up to date.Build strong and effective relationships with both internal and external clients and their teams.Support lawyers in marketing activities, such as researching and obtaining client information and data, as well as involvement in preparation of pitches and presentations.Proactively maintain and update the client relationship management system,



ensuring any follow ups are actioned.Attend and contribute to team meetings as required, detail and progress action points as appropriate.Ensure all new client/matter onboarding processes are completed accurately, following up as appropriate and always adhering to risk and compliance requirements.On a weekly basis, produce and review Intapp new matter report to ensure all new matters are cleared for billing, following up to action as appropriate.Coordinate and action the production of accurate compliance documentsAttend and actively participate in WIP and credit control meetings, undertaking and driving actions as agreed.Produce and review WIP reports, identifying matters for billing, write-offs, debtors and client credits.Manage partners' billing processesPrepare covering emails/letters and ensure completed invoices are despatched in a timely manner and uploaded into delivered bills.Use Aderant to assist fee earners with financial queries, producing reports if required.Ensure disbursements and all client payments are processed accurately, having completed all relevant pre-checks.Undertake client audits and prepare draft documentation.Ensure expenses, receipts and contact reports are completed, uploaded and filed appropriately. Communication
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📌 Executive Assistant (Madrid)
🏢 Career Legal
📍 Madrid