Description
Arthur Cox is one of Ireland’s leading law firms and is the 2025 IFLR Europe Awards, Irish Law firm of the year. An international firm, with offices in Dublin, Belfast, London, New York and San Francisco, as it enters its second century, our partnership continues to grow. Constant innovation allows us to service our clients in the best possible way.
At Arthur Cox, our Executive Assistants are the bedrock of our business. We are determined to support the career aspirations of our ambitious and talented employees. To do this, we develop specialist industry knowledge within our teams. This also allows us to offer comprehensive market-leading services to our clients, continuing the success and growth of our business.
We are seeking a highly organised and proactive Legal Executive Assistant to support one of our senior M&A Partners, also being the Head of International of the firm. This role requires exceptional administrative capabilities, particularly in managing extensive travel logistics, managing contact lists, drafting and managing extensive international communications and presentations, a level of basic research around target firms and sectors and managing billing operations and other related administrative tasks.
The ideal candidate will be an ambitious self-starter, have a strong legal background, excellent communication skills, the ability to thrive in a fast-paced, confidential environment.
Key Responsibilities
Personal Assistant & Legal Support:
- Provide high-level administrative assistance and support to our Head of International.
- Comprehensive email and diary management.
- Digital dictations.
- Speed, responsiveness and efficiency are key for this role.
Travel Coordination:
- Proactively manage complex travel schedules, including flights, accommodations, and itineraries.
- Ensure all travel arrangements align with partner preferences.
- Prepare travel-related documentation and meeting materials and presentations.
- Booking conferences.
- Maintaining and updating client marketing database (Interaction), and providing reports as required.
Expense Management:
- Prepare and submit detailed expense reports in a timely manner.
- Track and reconcile expenses against budgets and client billing.
- Ensure compliance with firm policies and client reimbursement guidelines.
3E Billing & Time Entry:
- Managing AML requirements for client onboarding, ensuring all procedures are followed.
- Running conflict checks and drafting Engagement Letters.
- Managing billing processes to include time entry, invoicing, client account balances and follow up on outstanding payments.
- Managing and inputting timesheets on a daily basis.
- Managing audit/accrual requests for clients.
- Liaise with the billing department to review and edit proformas.
- Monitor billing cycles and ensure timely invoicing and payment follow-ups.
Client & Team Interaction:
- Serve as a point of contact for clients, maintaining professional relationships.
- Coordinate with internal teams including marketing, finance, and HR.
- Support business development efforts, including CRM updates and client event coordination.
Skills, Knowledge and Expertise
- Minimum 4 years' experience supporting senior legal or similar professionals.
- Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
- Experience with legal billing software (3E).
- Excellent attention to detail on travel arrangements and coordinating travel itineraries.
- Excellent judgment, discretion, and attention to detail.
- Excellent interpersonal and communication skills.
- Excellent organisation skills with the ability to prioritise workload.
- Team player, but a self-starter who can also work on their own initiative.
- Excellent oral and written communication skills.
- A level of understanding of, and interest in, marketing and business development.
Benefits
- Competitive salary
- 25 days annual leave
- Leading hybrid working policy
- Immediate pension scheme
- Full gym and wellness programme
- Wide-ranging opportunities for involvement in internal committees
About Arthur Cox
Arthur Cox is one of Ireland’s leading law firms and provides a comprehensive service to an international client base ranging from multinational organisations, banks and financial institutions, established global leaders to government agencies and new players in emerging industry sectors. Our story has been defined by our progressive outlook. For over 100 years, the firm has led the way in the legal field in Ireland, delivering the best service and support for our clients. With an independent, entrepreneurial spirit of innovation leading the way.
Arthur Cox LLP is an equal opportunities employer. We value diversity and encourage applications from all sections of society. Please advise if you have any additional requirements, we will happily assist. Any information disclosed by you in this regard will be kept strictly confidential and shared within the firm only as necessary and with your consent.
Reasonable accommodations provided for the purposes of your interview or which you may require during your employment will not be taken into account in hiring decisions.
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