Stevens & Bolton - Executive Assistant to Managing Partner, Chief Operating Officer & Management Team

• The Executive Assistant provides senior level day to day administrative support (including diary management) to the Managing Partner (MP), Chief Operating Officer (COO) and the Head of HR and Learning and Development.
• A key responsibility is to provide the administrative support to ensure the smooth running of the annual management calendar, ensuring all the meetings are scheduled, required attendees informed and all necessary papers collated and circulated promptly in advance of the meetings.
• Support and facilitate as needed, the timely delivery of actions and outcomes from Board meetings, Practice Group heads meetings and the Business services heads meetings.
• Provide ad hoc administrative support to the Non-Executive Director, Practice group and Business Services heads as needed, particularly in relation to diary management in relation to the annual management calendar, allowing them to focus on the delivery of the strategic agenda and helping them to optimise their efficiency and speed of decision-making.  
• Proactively supports and reinforces the culture of the firm and assists the Board in the ongoing development of this, together with the achievement of the strategic plan.
• Work in close conjunction with the Business Services functions to improve communications across the firm, and to facilitate the delivery of seamless and consistent client service focussed support to the business.
• Provide general HR administration support for the partnership (working closely with the Head of HR).

KEY RESPONSIBILITIES

PARTNER ADMINISTRATION SUPPORT

• Work with the Head of HR to keep the partner handbook updated.
• Work with the Head of HR on annual administration and communications of partner benefits, together with review of these as necessary.
• Assisting with partners sabbatical arrangements.
• Provide administrative support and record-keeping for the partnership to include:
  • New partner promotions
  • Lateral hires
  • Partner induction / onboarding
  • Retirement
  • Partner medicals (biennial)
  • Annual RemCom: scheduling and collation and circulation of all paperwork
  • Scheduling the annual and mid-year partner career reviews
• Management and upkeep of partners’ electronic personnel files. Keeping all information up-to-date and filed in their designated workspaces.

EXECUTIVE ASSISTANT SUPPORT

• Managing the ongoing administration support for Firm Leadership:
  • Scheduling all meetings that sit within the management calendar, ensuring all required delegates are invited, rescheduling if needed and collating and circulating all necessary papers.
  • Reviewing, editing, and formatting documents and papers – providing a first review and applying a consistent tone when consolidating inputs from multiple sources e.g. the monthly report from Business Services Heads
  • Maintaining the Board and Firm Management Document Management (DMS) Workspaces – providing day to day document management.
• Provides senior level day to day administrative support (including diary management) to the Managing Partner (MP), Chief Operating Officer (COO) and the Head of HR and Learning and Development.
• Maintenance and update of the intranet to include:
  • Collating and posting the end of week update
  • Upload announcements, updates, videos and blogs on the MP’s behalf
  • Working with BD in Managing the intranet homepage
  • Assisting Business Services teams with refreshing and updating their sections
• Assisting the COO with the co-ordination and management of Business Services:
  • Attending Business Services heads monthly meetings with the COO as needed to take notes and action.
  • Assisting  with the coordination of the Business Services Leadership, and the management of the Business Services community, including support with communications and events.
• Assisting with annual management activity (meetings, document preparation, document management) e.g. insurance renewals and annual audits
• Assist with the co-ordination and delivery of firm wide strategic projects and change management initiatives.
• Ad-hoc support to management activity for the Firm as required.

PERSONAL ATTRIBUTES REQUIRED

• Proactive and positive attitude, able to act on own initiative
• Focussed and able to prioritise and multitask with ease
• Loyal and confidential
• Advanced organisational and administrative skills
• Accuracy and attention to detail. Ensuring both projects and daily operational tasks are completed in a timely manner
• Able to operate across all levels
• Calm and resilient
• Strong work ethic and ability to meet the firms requirements for flexibility

EXPERIENCE REQUIRED

• Previous PA/Executive Assistant experience, preferably within a professional services/legal organisation
• Excellent knowledge of DMS systems and ability to use these with ease, filing locating and accessing documents as needed.
• Excellent knowledge of Outlook and Word including Diary management for multiple persons
• Excellent formatting skills and able to utilise all house styles quickly and easily
• Excellent knowledge of PowerPoint and Excel
• Excellent written and verbal communication skills

• Competitive base salary
• Pensions Scheme (5% employer contribution)
• Private medical insurance
• Permanent health insurance
• Life assurance
• Receive either the sum of £750 per annum as a travel allowance or reimbursement of carparking expenses via a pay as you go card at a local carpark (likely to be Farnham Road carpark)
• Travel – option to apply for an interest free loan for a season ticket or parking permit
• Enhanced maternity/paternity pay (after sufficient service)
• Cash back scheme
• Comprehensive flexible benefits package including:
• Critical illness insurance
• Buy/Sell holiday scheme
• Dental insurance
• Cycle to work schemes
• Taste card
• Fun pass
• Give as you earn
• Discounted gym memberships and shopping
• Profit share and discretionary bonus schemes

Stevens & Bolton – making a positive difference to your career

Stevens & Bolton is a leading independent UK law firm located in Guildford, supporting clients across the world. With over 270 people, approximately 160 lawyers, many of whom chose to join us from City law firms.

Our vision is to be one of the UK’s most successful law firms, offering excellence beyond the city, a supportive culture and the best client experience. We take great pride in being named "Law Firm of the Year: The Independents" at The Lawyer Awards 2020 and receiving commendation in 2023.

At Stevens & Bolton, we pledge to make a positive difference for our clients and colleagues alike. For our colleagues, this means providing support in their daily work and fostering their career growth. You’ll work with people who listen, and who actively and willingly support one another within a collaborative and engaging environment. We genuinely care about our people and strive to build and maintain a diverse, inclusive and happy workforce.

Diversity and inclusion lie at the core of our values. Our inclusive culture encourages everyone to realise their full potential and be themselves at work. In 2020 we were shortlisted for “Best D&I Initiative” at The HR Awards and for “Best Talent and Inclusion Initiative” at The Lawyer Awards.

We are committed to an agile working model that provides flexibility and benefits everyone's lives. Our newly refurbished office in Guildford offers a modern and adaptable working environment - a central hub where collaboration, teamwork, and socialising thrive. Furthermore, we equip our people with the necessary IT infrastructure and support to seamlessly work from home.