Legal EA and Coordinator

AJ Chambers are working with a top City Law Firm who have a unique opportunity for a skilled EA who would like to be more involved with all units withing the workplace coordinating with stakeholders and being a key part of the central management team

The department comprises approximately 65 professionals across five specialist teams:

• Workplace Operations
• Client Experience
• Food & Beverage
• Health & Safety
• ESG

The Opportunity

They are seeking an experienced, highly organised, and proactive professional to join the team as Coordinator/Executive to the Director of Property & Workplace.

This pivotal role serves as a trusted partner to the Director and acts as the central point of coordination across the department's five teams. The successful candidate will play a critical role in ensuring effective communication, seamless information flow, and alignment of priorities across the function, while providing first-class executive support.

This position requires a versatile individual who can confidently balance strategic coordination, stakeholder engagement, and day-to-day administrative responsibilities with professionalism, discretion, and attention to detail.

Key Responsibilities

Executive & PA Support

• Provide comprehensive executive and administrative support to the Director, maintaining strict confidentiality at all times.
• Proactively manage the Director's diary, ensuring effective prioritisation and preparation for meetings and engagements.
• Draft correspondence, meeting agendas, reports, and minutes with minimal supervision.
• Prepare briefing materials and supporting documentation ahead of meetings.
• Manage expenses, invoices, travel arrangements, and logistics.
• Monitor and manage inbox activity, prioritising and responding where appropriate.

Reporting & Communications

• Act as the central communication link between the Director and the five Property & Workplace teams.
• Coordinate the collection, consolidation, and presentation of monthly departmental reports.
• Support the preparation of reports and presentations for the Managing Partner, Senior Management Team, Board, and wider firm communications.
• Produce high-quality PowerPoint presentations in line with firm branding standards.
• Draft and coordinate departmental communications on behalf of the Director.

Coordination & Stakeholder Management

• Facilitate collaboration and alignment across Workplace Operations, Client Experience, Food & Beverage, Health & Safety, and ESG teams.
• Coordinate departmental priorities, actions, and initiatives in support of strategic objectives.
• Act as a professional and effective gatekeeper, managing relationships with key stakeholders across the firm.
• Build strong internal and external networks to support efficient communication and collaboration.
• Organise meetings, events, and departmental activities as required.
• Coordinate team holiday schedules and planned absences to ensure appropriate operational coverage.

Administration & Governance

• Maintain accurate filing systems, records, and project documentation.
• Manage incoming correspondence and enquiries professionally and efficiently.
• Maintain accurate contact and relationship information within the firm's CRM system (InterAction).
• Identify and escalate relevant business issues, risks, or challenges to the Director where appropriate.

Candidate Profile

Essential Experience & Skills

• Proven experience in a PA, Executive Assistant, Coordinator, or Executive Support role within a professional services or corporate environment.
• Exceptional organisational and time-management skills, with the ability to manage competing priorities effectively.
• Strong written and verbal communication skills, with confidence interacting with senior stakeholders.
• Advanced proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Experience working across multiple teams and disciplines.
• Ability to remain calm, professional, and effective in a fast-paced environment.
• Demonstrated experience supporting senior leaders at Director level or above.
• Strong relationship-building and stakeholder management skills.
• High levels of discretion, confidentiality, and sound judgement.
• A proactive, solutions-focused approach with the ability to anticipate needs and take initiative.

This role is a brand new role so will give the successful individual the opportunity to grow with a successful firm and have a level of autonomy.

For further information please contact Ella Britton