Executive Assistant - Corporate M&A (Part-time: 3 day week)

Department:               Corporate M&A Team
Location:                      Dublin 2
Reports to:                   Practice Support Manager
Contract Type:           Job Share 
(3‑day Week: (Wed / Thurs / Fri)


Background:
 
We are seeking a highly organized and proactive Legal Executive Assistant to support two senior partners in our M&A Corporate Department. This position is offered as a job‑share role, requiring close collaboration between two part‑time Executive Assistants to ensure seamless coverage, consistent high‑quality support, and uninterrupted workflow.
As part of this job‑share arrangement, you will work in partnership to coordinate responsibilities, maintain open communication, and deliver a unified standard of excellence across all tasks.


About the Role:

  • Provide comprehensive administrative support to senior partners in a fast‑paced, confidential environment.
  • Manage complex billing operations with accuracy and attention to detail.
  • Coordinate travel logistics, including itineraries, bookings, and schedule adjustments.
  • Process and track expenses promptly and efficiently.
  • Support document preparation, scheduling, meeting coordination, and other executive‑level administrative tasks as required.

Key Responsibilities

Personal Assistant & Legal Support:

  • Provide high-level administrative assistance.
  • Comprehensive email and diary management.


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 pro formas.
  • Monitor billing cycles and ensure timely invoicing and payment follow-ups.


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.
  • Booking conferences.
  • Maintaining and updating client marketing database (Interaction).
     

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.

 

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

The ideal candidate will have:

  • A strong legal or professional services background (minimum 5 years' experience supporting senior legal professionals).
  • Excellent communication and interpersonal skills.
  • Proven ability to perform under pressure while maintaining accuracy and discretion.
  • A collaborative mindset suited to a job‑share model.
  • Speed, responsiveness and efficiency are key for this role.