Executive Assistant / Chief Administrative Officer Location: London (principally office based, with some flexibility for working remotely) Salary: competitive (depending on experience) plus benefits Summary: We are seeking an experienced and exceptional Executive Assistant/Chief Administrative Officer to provide high-level support to the two Founding Partners, who both oversee the management of the firm and are leading figures in employment law. This role is central to the firm’s operations and requires a skilled individual capable of managing schedules, overseeing strategic tasks, and making confident decisions independently. The ideal candidate will be proactive, detail-oriented, and able to work with a high degree of autonomy in a fast-paced legal environment. Key responsibilities: Supporting our bookkeeper Managing invoicing, credit control, expenses Client and Account management – supporting with onboarding new clients, managing finance and other non-fee earning enquiries Researching and recommending, and managing suitable suppliers for the business Office management – liaising with building managers, booking rooms Diary management – co-ordination of internal/external meetings, attendance if appropriate, notes and follow up Liaising with recruitment agents, scheduling interviews, attending interviews, notes and follow up Liaising with Team on setting up supervision meetings, preparing documents for monthly supervision and performance meetings, drafting follow up and supporting with the business to remain on track of performance targets Rolling out of company policies Co-ordination of offsite management meetings, attendance, notes and follow up Travel – booking flights, accommodation, transfers, booking conferences, arranging all meetings, preparing itineraries, managing follow up Events – support with arranging networking events (dinners, theatre outings, firm events) Managing relationships with external agencies and suppliers Managing relationship with external accountants and bookkeepers (assisting with client account audit and other ad hoc queries) Research and implementation of company policies and procedures Managing client Christmas card/gift list, purchasing and distributing Assisting with pulling together submissions for Chambers, Legal 500, Spear’s, team bios, assisting with preparing pitch documents Support with updating firm website with news and bios Supporting with billing and finance Driving the firm’s growth and strategy. Executive support: Manage Founding Partners calendar with precision, coordinating appointments, client meetings, and case schedules to ensure an optimal workflow. Exercise discretion in managing their time and act as a gatekeeper for commitments. Communication management: Draft, review, and send correspondence, ensuring accuracy and alignment with the firm’s tone and standards. Liaise professionally with clients, stakeholders, and team members, maintaining confidentiality and handling sensitive information with care. Decision-making support: Anticipate Partner’s needs and make informed decisions regarding scheduling, priorities, and project timelines. Act confidently in their absence, using sound judgment to handle unexpected challenges. Document preparation and review: Prepare, format, and proofread legal documents, briefing materials, presentations, and meeting agendas. Ensure all materials are accurate and ready for Partner review or client presentation. Project management: Coordinate and oversee critical projects, tracking progress, managing timelines, and reporting on milestones. Support the business in achieving key objectives by handling administrative and logistical aspects of ongoing projects. Travel coordination: Plan and book Partner domestic and international travel, ensuring arrangements are aligned with her schedule and business needs. Manage complex travel itineraries and adapt arrangements as needed. Client relations: Act as a primary point of contact for high-profile clients, representing the firm with professionalism and tact, supporting on on-boarding clients. Manage client expectations and maintain strong relationships, ensuring seamless communication and excellent service, including liaising on payments on account, and invoices. Office management support: Contribute to overall office efficiency by assisting with administrative tasks to ensure business management and maintaining an organised, productive professional work environment. Qualifications and experience: Minimum of 5 years as an Executive Assistant, ideally within a city or Boutique law firm setting. Proven track record in handling high-level administrative responsibilities and managing complex calendars. Strong organisational skills, with the ability to balance competing priorities and work with minimal supervision. High proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint. Outstanding written and verbal communication skills, with meticulous attention to detail. Ability to maintain confidentiality and demonstrate discretion in handling sensitive information. Personal Attributes: Proactive & resilient: Capable of managing pressure and anticipating needs with a forward-thinking mindset. Discreet & trustworthy: Able to handle confidential matters with integrity and uphold the firm’s standards of client care. Confident decision-maker: Demonstrates sound judgment and confidence in decision-making, even under tight deadlines. Adaptable & committed: Willingness to work flexible hours to meet the demands of the role and support the Founding Partners dynamic schedule. Ability to work independently, and closely aligns with the culture and values of the firm This role offers a unique opportunity to work closely with visionary leaders and play a pivotal role in the smooth operation, and growth of a prestigious law firm. If you have the experience, drive, and dedication to support Cole Khan’s commitment to excellence, we invite you to apply. Please email your CV with a covering letter detailing why you wish to apply for this role and your salary expectations by clicking the apply button. Cole Khan Solicitors is an equal opportunities employer and actively encourages applicants from diverse backgrounds to join our team.