Executive Assistant

Travers Smith is a leading full-service law firm with market-leading expertise advising asset managers, listed and private companies, and financial institutions on complex regulatory, transactional and contentious matters.

Most of our clients work globally - so do we. Rather than relying on overseas offices, we work through a carefully chosen alliance of leading independent law firms that share our specialist strengths and quality standards. Our dedicated International Board ("IB") has overall responsibility for international strategy, including reviewing and developing key overseas relationships.

The Role

Reporting to the Senior International Relationship Manager, this role is multi-faceted and highly operational. The role provides Executive Assistant ("EA") support to the Head of International while facilitating the smooth operation of International Board activities through comprehensive coordination and administrative support. The Senior International Relationship Manager is the role's line manager and will oversee priorities, performance and development; the Head of International is the senior leader supported by the role.

The EA plays a pivotal role in gathering and maintaining the firm's international data, supporting IB activities and high-level business development initiatives, ensuring effective communication and alignment of international strategies through the internal Hub, and maintaining accurate records of IB and other meetings.

The role combines first-class executive support with proactive coordination of relationships, meetings, trips, events, information and follow-up across the firm's international network.

The successful individual will be expected to look beyond traditional diary and administrative support. They will understand the priorities of the Head of International and the International Board, anticipate what is needed, take ownership of delivery and help ensure that international activity is organised, well communicated, accurately recorded and followed through.

As International activity spans firm-wide horizontally, working across practice areas and business services functions, success therefore depends on excellent judgement, diplomacy and the ability to build trusted relationships with senior partners, Practice Support EAs and business services colleagues and business services teams across the firm, as well as senior stakeholders at overseas law firms.

Key characteristics include proactivity, teamwork, communication and inspiring confidence.

Responsibilities

• Board Coordination

Proactively organise all aspects of IB meetings: scheduling, agendas, minute-taking and follow-up on action items.

• International Trip Coordination
  • Work with the IB to plan a rolling schedule of international trips 12-24 months in advance; keep the International Trip Planner current.
  • Plan and execute detailed itineraries for international trips, including travel, accommodation, meeting schedules and pre-trip information packs (activity reports, country plans, bios, cheat sheets). Arrange all practical travel requirements: flights, rail, accommodation, transfers, visas, documentation and travel insurance; resolve changes promptly (using the firm's travel provider and technology so far as possible).
• Data and Systems
  • Ensure accurate records of international referrals, contacts and relationship information, as well as trackers and meeting records, are maintained in InterAction (or as otherwise instructed); undertake website and Hub updates for international pages.
  • Use AI and appropriate technology to streamline data capture, meeting notes, travel planning, and other processes/actions.
• International Lawyers and Secondees
  • Coordinate diaries, speakers, meeting rooms, materials, hospitality and communications, ensuring visiting lawyers receive a professional and well-organised experience.
  • Work with the Head of International and Senior International Relationship Manager to coordinate a programme of training, networking and social activity for international secondees and business development associates.
  • Help design and deliver structured programmes for associates visiting from overseas law firms, including week-long visits involving meetings, practice-area introductions, training, social activities and partner engagement.
  • Maintain appropriate records and follow-up actions arising from secondments and visiting-lawyer programmes.
• International Events
  • Take end-to-end ownership of the administrative and logistical delivery of international events in London and overseas (IBA Annual Conference, New Year Dinner, overseas-firm dinners, seminars and workshops). For larger events, this will involve working closely with our Events team, and for smaller events it may involve researching and booking venues and suppliers, including overseas venues managed remotely.
  • Prepare and manage invitee lists via CRM (InterAction/Vuture); issue invitations; monitor and manage RSVPs; coordinate guest queries and special requirements.
  • Prepare table plans, place cards, name badges and briefing notes; ensure accurate post-event attendance records and follow-up captured in firm systems.
• Business Development

Undertake ad hoc research on countries, market sectors, organisations and individuals to support BD initiatives. Collaborate with the BD team on international initiatives, research, content and follow-up.

• Internal Marketing

Maintain Hub pages showcasing our international strategy, work and credentials (including an up to date "cheat sheet" for preferred international firms); maintain pages for the IB, IBA (including sub-groups), USEN, AIJA and similar groups.

• Stakeholder Management

Serve as the primary point of contact for internal and external stakeholders on IB matters; communicate credibly with senior partners and senior contacts at overseas firms. Ensure messages are passed on accurately and promptly; act professionally and courteously with all clients, potential clients and third parties.

• Project and Administrative Support
  • Undertake discrete strategic projects as directed.
  • Proactively support the Head of International, including diary management, correspondence and travel; horizon-scan to pre-empt conflicts and anticipate needs. Assist with billing and credit control; coordinate file-opening and conflict checks; delegate routine processing to Practice Support Assistants while retaining oversight. Prepare PowerPoint presentations with minimal input, delivering slides that are clear and in line with branding.

Skills and Experience

• Significant EA, senior PA or senior business support experience, ideally supporting a partner or senior leader in professional services.
• Outstanding written communication, organisational and project-coordination skills; strong attention to detail; ability to manage multiple workstreams and changing priorities.
• Proven experience with complex diary management and international travel (flights, rail, accommodation, transfers, visas, travel insurance).
• Experience coordinating international business trips, conferences and small- to large-scale events in London and overseas, including managing remote and virtual delivery.
• Advanced Microsoft Office (Word, Outlook, Excel, PowerPoint); confident with CRM, event-management, board-portal and financial-reporting systems; experience of InterAction, Vuture and Diligent advantageous.
• Comfortable working with data; curious about using technology and AI to simplify processes and improve accuracy.
• Demonstrated ability to engage the wider Practice Support team and secure support without direct line-management responsibility.

Personal Attributes

• Robust, resilient and diplomatic; able to navigate complex relationships and competing priorities with confidence.
• Shows genuine interest in the firm's international relationships and is motivated by making the international programme work well, not simply completing tasks.
• Takes ownership and accountability; follows actions through to completion; keeps others informed.
• Exercises sound judgement and discretion; knows when to act independently, consult or escalate; commercially astute.
• International outlook; builds rapport across cultures, time zones and different working styles.
• Credible with partners; able to gain their confidence and constructively challenge or influence where needed.
• Committed to continuous improvement; comfortable as a change agent; uses systems and AI appropriately to improve delivery.
• Flexible, adaptable and positive; a strong team player with excellent work-management skills.