Ea Team Leader

5 months ago

London, United Kingdom Stephenson Harwood LLC Full time

What we will offer:
We will offer you a place where you can be yourself and where there are no limits on what you can achieve. With us, you can take ownership of your career and have honest conversations throughout. You would join an ambitious firm with a clear strategy for profitable growth where you can get early responsibility and early involvement in growing the business. Here you can expect a competitive and fair reward as well as recognition based on all round performance. This forms part of our internal promise to you, The Deal, between the firm and its employees.

This job description is indicative only and does not represent an exhaustive list of responsibilities. The firm reserves the right to alter or change the responsibilities at any time, in line with the firm's strategy and business needs.

Team Structure:
This is a dual role, with our Executive Assistant Team Leaders expected to support fee-earners as an Executive Assistant and manage a team of EAs. The role will include direct line management of our EA team, resource management for the practice group, departmental administration as well as active participation in firmwide projects and regular collaboration with partners and fee earners.

Main Responsibilities:
The role is for a proactive and highly competent Executive Assistant Team Leader who can operate successfully in a pressurised and fast paced environment. It will include providing professional and client focused support to the practice group and building effective relationships with partners, fee earners, EA team and other business support teams. Other key responsibilities include:
**Management**
- Providing a nurturing environment for EA/TA talent by creating an environment of trust, open communication, creative thinking, and cohesive working
- Arrange and attend monthly meetings with: Secretarial Partner and/or Practice Group Leader; HR Advisor; and Legal Admin Manager to ensure smooth running of department, following up where appropriate
- Manage full departmental new starter, work experience and leaver processes, as detailed in the Starter & Leaver process document annexed hereto
- Manage EA performance reviews through quarterly check-ins - gathering and delivering feedback, identifying training needs, benchmarking skills against job description, and ensuring consistency of service levels throughout department
- Attend and input into talent mapping and salary review meetings with HR and Head of Legal Admin Services
- Ensuring full onboarding of new EA team members to ensure appropriate training is provided on all processes and procedures with business service teams
- Address conduct and absence issues and record with HR
- Undertake or arrange skills enhancement for the team when skill gaps are identified
- Organise and conduct return to work interviews following sickness, maternity, or other periods of absence, working with the partners and HR to ensure that phased returns are implemented accordingly
- Manage regular EA meetings, producing agendas and minutes and ensuring actions are followed up
- Ensuring the firm's policies and procedures are followed, actively suggesting improvements where necessary
- Champion change as directed by the management and business service teams, implementing new procedures within the team
- Active participation in projects, pilots and testing of new software, providing feedback
- Input into EA/TA training programme, leading training sessions
- Be the key point of contact for business service teams
- Ensure the department’s BCP lists are kept up to date
- Become a superuser in all IT systems, supporting the department where appropriate

**Work allocations**
- Manage the distribution of workload fairly within the EA teams, ensuring adequate cover at all times
- Manage fee earner/EA allocations
- Create and implement an EA shadow system to support fee-earners during periods of EA absence
- Manage utilisation of DPU, reprographics, TAs - following up on issues if appropriate
- Maintain and manage team rotas and overtime

**Resource management**
- Manage and monitor practice group's holiday, sickness, and other absences from the office, escalating issues as appropriate
- Working with the practice group leaders/secretarial partners to establish genuine need for additional resource and prepare appropriate business cases
- Integrate all new joiners, providing buddies and mentors
- Organise team social events

**Organisation**
- Arrange seating and room allocations for all departmental moves
- Arrange work experience placements and secondments, completing all proforma documentation, obtaining necessary right to work documentation, arranging desk, buddy, and equipment
- Ensure team allocations, hybrid working rotas, holiday charts and other departmental information sheets are up to date and available
- Order new and replacement business cards
- Distribute weekly time recording updates and ensuring that EAs proactively manage gaps
- Ensure the open plan ar

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