Executive Assistant📣 إعلان

About the Role

Stephenson Harwood is seeking a proactive and highly capable Executive Assistant to join its team in Riyadh, Saudi Arabia. This full-time position is designed for an individual who thrives in a fast-paced environment, providing essential support to fee earners and clients. The role involves managing complex and varied tasks, playing a key part in ensuring efficient day-to-day operations, and requires 0-1 years of professional experience. The successful candidate will demonstrate strong ownership, adaptability, and a collaborative mindset.

Core Administrative Responsibilities

The Executive Assistant will undertake a broad range of administrative, communication, and document management tasks to support the firm's operations:

• Manage complex diaries across multiple time zones, anticipating scheduling challenges, coordinating stakeholders, and ensuring seamless meeting execution.
• Maintain organized electronic and hard copy filing systems, consistently applying naming conventions for secure storage and easy retrieval.
• Coordinate and prioritize workloads with fee earners, using commercial awareness to manage deadlines and redistribute tasks.
• Prepare and collate meeting materials, ensuring timely circulation, clear action tracking, and follow-up.
• Arrange international travel, visas, and itineraries, ensuring compliance with the Travel Policy and supporting fast-changing schedules.
• Coordinate logistics for global visitors, including room bookings, access requirements, and supporting documentation.
• Manage photocopying, printing, scanning, and courier requirements, ensuring accurate and timely delivery of materials.
• Support partners in maintaining up-to-date PDPRs, ensuring documentation accuracy and alignment with practice area priorities.
• Act as a gatekeeper for fee earners, managing messages with discretion, triaging priority requests, and ensuring timely responses.
• Monitor and prioritize emails and post, using initiative to manage inboxes during fee earners’ absence and introducing efficiency systems.
• Draft high-quality correspondence and documents, including agendas, presentations, and spreadsheets, ensuring accuracy, clarity, and a professional tone.
• Delegate document production and transcription, setting appropriate timelines, ensuring quality checks, and supporting efficient workflow.
• Ensure compliance with Records Management procedures, carrying out regular file maintenance and managing documents for off-site storage.
• Conduct regular file reviews, closing matters promptly and ensuring all required documentation is complete.

Client and Business Development Support

This role involves active participation in client relationship management and business development initiatives:

• Build strong relationships with internal and external clients, developing a working knowledge of their teams and priorities to support effective service delivery.
• Support marketing activities, including conducting research, preparing pitch materials, and assisting with presentation development for business growth.
• Assist business development initiatives, coordinating events, supporting directory submissions, and ensuring tasks are delegated and completed.
• Maintain and update the CRM system, ensuring client information is accurate, timely, and fully actioned to support relationship-building efforts.
• Participate in team meetings, taking clear notes, tracking actions, and ensuring agreed tasks are progressed within relevant timeframes.

Financial Administration

The Executive Assistant will manage various financial processes and documentation:

• Oversee the onboarding of new clients and matters, ensuring compliance requirements are met and documentation is completed accurately and promptly.
• Prepare compliance documentation, including engagement letters and relevant forms, ensuring they meet firm standards and are circulated appropriately.
• Attend WIP and credit control meetings, actively participating in discussions and ensuring actions are completed within agreed timelines.
• Review WIP reports, identifying priority matters for billing and raising potential write-offs, debtor issues, or credits with fee earners.
• Coordinate partner billing processes, gathering disbursements, generating prebills, completing checklists, and ensuring all billing stages are accurately completed.
• Prepare and dispatch invoices, ensuring they are issued promptly and uploaded to the delivered bills system.
• Use Aderant to support fee earners, responding to financial queries and producing tailored reports when required.
• Process disbursements and client payments, completing all necessary checks and ensuring accurate financial record keeping.
• Support client audits, producing draft materials and ensuring documentation is collated and organized.
• Ensure expenses, receipts, and contact reports are filed correctly, maintaining accurate financial records across all matters.

Required Skills and Experience

Candidates for this position should possess the following qualifications and attributes:

• 0-1 years of professional experience, ideally in a similar administrative or support role within a professional services environment.
• A proactive, highly capable, and adaptable approach to managing diverse responsibilities.
• Demonstrated strong ownership of tasks and a collaborative mindset.
• Excellent organizational skills, attention to detail, and the ability to manage multiple priorities effectively.
• Strong communication skills, both written and verbal, with the ability to draft professional correspondence.
• Commercial awareness to understand deadlines and business priorities.

Team Collaboration and Office Operations

Beyond direct support, the Executive Assistant will contribute to broader team and office objectives:

• Proactively identify areas of responsibility, taking ownership of tasks and ensuring high-standard execution.
• Drive processes to completion, coordinating with partners and business services teams to ensure efficient workflows.
• Support colleagues and wider stakeholders, providing flexible assistance and contributing to team goals.
• Encourage knowledge sharing, contributing to collective learning and supporting continuous improvement.
• Mentor junior team members, offering guidance, support, and coaching to develop skills and confidence.
• Identify opportunities for continuous improvement, recommending changes to enhance processes, systems, and team effectiveness.
• Maintain strong practice-area awareness, staying informed about key matters, business priorities, and emerging issues.
• Collaborate and maintain strong relationships with the KSA Office and HR Manager, providing support as needed.
• Assist with overall office operations and handle ad hoc tasks, while also coordinating with regional finance and business development teams.