Executive Administration Coordinator

The role

The Executive Administration Coordinator provides the operational and administrative backbone of the Executive Office, ensuring the smooth day-to-day running of a fast-paced disputes practice. You will work closely with, and report to, the Head of the Executive Office, coordinating the administrative, logistical and organisational matters that allow the Executive Office to operate seamlessly.

What you will own

• Coordinate diaries, meetings, travel, logistics and executive schedules.
• Prepare documents, meeting materials, correspondence and administrative records to a consistently high standard.
• Support billing, expense claims and reimbursements at the coordination and preparation stage, working with the finance team, which retains control and execution of all financial processing.
• Maintain organised electronic and physical filing systems with accuracy and confidentiality.
• Coordinate internal meetings, action trackers, events and executive projects.
• Use AI and technology to improve efficiency and streamline administrative processes.
• Provide reliable administrative support across confidential matters and ad hoc projects.

What we are looking for

• Highly organised, meticulous and accurate.
• Takes pride in high-quality work and manages multiple priorities calmly.
• Proactive, dependable and resourceful.
• Communicates professionally with people at all levels.
• Embraces technology and AI to improve how they work.

Experience and qualifications

• At least 3 years' experience in executive administration, legal secretarial or executive support, preferably within legal or professional services.
• Excellent organisational and communication skills.
• Strong Microsoft Office proficiency and confidence using AI tools such as ChatGPT, Copilot or similar.
• Experience with legal practice management systems is an advantage.