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Executive Assistant

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My client are on the lookout for an exceptional Executive Assistant to provide comprehensive support to the Partner and Special Counsel in the Employment team. In this role, you will act as their gatekeeper, managing their calendar, communications, and daily operations. Your primary objective is to streamline workflows, anticipate needs and help create a productive environment that allows the Partner and Special Counsel to focus on their legal work.

Key Responsibilities:

  • Support to maintain calendars and manage the Partner's time
  • Ensure calendars are kept up to date and accurately reflect their time and appointments
  • Liaise with clients regarding booking in calls and meetings
  • Inbox Management
  • Promptly file all incoming emails and correspondence to the firm document management system
  • Set up draft replies to emails when the Partner's are in meetings or on calls, or if questions are administrative
  • Proactively flag emails that require attention or response
  • Book and co-ordinate travel arrangements
  • Assist with planning annual international client visits, including itinerary and invite management
  • Driving the billing process and timeline
  • Preparation of billing reports (both mid and end of month)
  • Liaising with the Practice Administrator to ensure that bills are produced before month end roll over
  • Ensure bills are sent out as per client deadlines or before month end roll over
  • Keep the Employment Team updated regarding billing deadlines (advanced notice of roll over date, mid-month billing timeframes)
  • Prepare and edit correspondence, communications, presentations and other documents
  • Assist with setting up matters and maintaining client contact details in the firm practice management system
  • Attend the weekly team meeting and maintain the board of current work
  • Assist other administrative staff during peak periods
  • Ensure the Employment team is kept informed of any administrative requirements or changes


Qualifications, Skills, Knowledge and Experience:

  • Exceptional organisation, writing and planning skills – the ability to prioritise, meet deadlines, and plan and structure work
  • Expert in the full MS Office Suite and strong technological skills to adjust to shifting requirements
  • Excellent written and oral communication skills
  • Good information gathering and monitoring skills, along with problem analysis and problem solving skills
  • Good judgement and an extremely high level of discretion
  • The ability to assess and initiate things independently, as well as work as part of a team and build and maintain relationships
  • Attention to detail and exceptional accuracy
  • Flexibility of approach and a preparedness to develop skills and to adapt to change and challenge in keeping with the demands of Partners and the expected capabilities of the position
  • Knowledge or experience of working in a legal or other professional services environment would be advantageous

If this sounds like you, apply now! For a confidential discussion about the role, please contact Emily on 0278699364.

You must have the right to live and work in Aotearoa New Zealand. Background and various pre-employment checks are part of our recruitment process.

Robert Walters endeavours to review all applications in a maximum of five working days. If you have not received correspondence in this timeframe please do not hesitate to contact Emily Yates on 04 471 9772.

Contract Type: FULL_TIME

Specialism: Secretarial & Business Support

Focus: Office Manager PA EA

Industry: Admin and Secretarial

Salary: $75,000 - $85,000 per annum

Workplace Type: On-site

Experience Level: Associate

Location: Wellington

Job Reference: 1971460/001

Date posted: 10 May 2024

Consultant: Emily Yates

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