EA, Team & Operations Coordinator (10 month Fixed Term Contract)

This is an excellent opportunity for an experienced EA to join us on a maternity cover contract, working in a strategic role providing EA support to the Head of our Real Estate Department, Head of HR Senior Responsible Business Manager and Operations Director, working closely with and supporting the Operations team. Whilst also providing managerial support to the Support Services manager (SSM) for the Team Assistants (TAs), Personal Assistants (PAs) and Executive Assistants (EAs) in the Real Estate Department.

The successful candidate will be an integral part of the business. We are looking for an experienced EA who can prioritise and delegate effectively, with excellent communication and organisation skills.

Role responsibility

EA

Providing EA support to the Head of Real Estate, Operations Director, Head of HR and Senior Responsible Business Manager.

Diary and Inbox management - Manage complex diaries across senior stakeholders, including scheduling meetings, coordinating availability, and resolving conflicts. Oversee inboxes, responding to emails, flagging and escalating where appropriate.

Meeting & event management - Organise internal and external meetings, including room bookings, catering, and technology setup. Including Real Estate Leadership meetings, quarterly departmental meetings and departmental social events. Prepare agendas and meeting materials, take minutes, and follow up on action points.

Project & Initiative Coordination - Assist with the coordination of departmental projects and initiatives, including tracking progress and liaising with relevant teams.

Departmental communication – Drafting and sending correspondence on behalf of the Head of Real Estate where appropriate. Build strong working relationships across the firm, liaising with internal departments such as Finance, Marketing, IT, and Facilities to facilitate efficient working practices. Represent the supported allocation professionally in all interactions, maintaining confidentiality and discretion.

Document, administrative & Data Management - Prepare presentations, reports, and briefing documents where needed. Organise business trips including travel arrangements, process expenses on behalf of the allocation, approval of holiday requests.

Team Coordinator

Real Estate Team Operations & Support – Act as the main point of contact between the SSM, Director of Operations , Heads of Teams (HoTs), Head of Department (HoD) and TA/PA/EA RE team. Manage daily team operations and resolve or redirect technical queries. Coordinate PA resource, including absence requests and cover.

Stakeholder Liaison & Communication - Share regular updates on staff movements and team developments. Represent support services in departmental and business services meetings.

Performance & Talent Management - Conduct ongoing performance reviews and career development discussions using Performance Leader. Manage underperformance cases, including PIPs and hearings. Support promotion, pay, and bonus reviews in collaboration with HR and leadership.

Recruitment & Onboarding - Lead recruitment, induction, training, and leaver processes for the TA/PA/EA RE Team.

Process & Project Support - Assist with support services projects (IT, BD, HR) and collaborate with business services teams to improve processes and implement changes. As well as providing administrative support for operational tools (e.g. BigHand)

Team Engagement – Drive engagement of the TA/PA/EA RE team through team meetings, one-to-ones, mentoring and other methods.

Operations Coordinator

Reporting – Liaising with the Director of Operations, HoT, HoD and other stakeholders to create departmental reporting, including the monthly board report for each Department.

Operational projects - Working with the HoDs and Director of Operations to deliver projects, co-ordinating project inputs and monitoring key milestone (e.g. floor and desk moves).

Meeting management – Scheduling various meetings including monthly HoD meetings and Operational Leadership Group meetings, including all associated logistics.

About you

Ideally you will be able to demonstrate;

• Proven experience as an Executive Assistant supporting senior leaders, ideally within a law firm or professional services environment.
• Exceptional organisational and prioritisation skills, with the ability to manage multiple senior stakeholders and competing demands.
• Experience managing complex diaries and inboxes, coordinating meetings and events, and preparing high-quality documentation.
• Team leadership and coordination abilities, including experience managing or supporting administrative teams. Including experience of managing departmental operations processes such as recruitment, onboarding, performance management, and project coordination.
• Strong communication skills, both written and verbal, with confidence in drafting correspondence and liaising across departments.
• Discretion and professionalism in handling sensitive information and representing senior leaders.
• Proactivity and adaptability, with a solutions-focused mindset and the ability to work independently.
• High attention to detail, particularly in diary management, meeting coordination, and document preparation.
• Strong interpersonal skills, with the ability to build relationships and influence across all levels of the business.
• Familiarity with compiling reports and contributing to operational projects and initiatives.

At Howard Kennedy we believe that everyone deserves the space to thrive. We’re committed to creating an inclusive recruitment experience that reflects the diversity of both our people and our clients.

We are proud to be an equal opportunities employer. We welcome applications from individuals of all backgrounds and identities, and we’re committed to ensuring that our recruitment process is fair, transparent, and accessible to all.

We understand that every candidate’s needs are different If there’s anything we can do to make your application journey more comfortable— whether for interviews, assessments, or onboarding—please let us know. We’ll work with you to remove any barriers and ensure our recruitment process is comfortable for you.

Contact our recruitment team at [email protected] to discuss any support you might need.

Agency Introductions

Please note that we are not accepting applications via agencies for this role at this time. Before sharing any named candidate CVs, please contact your recruitment representative. If any named CVs are sent from agencies without approval from our recruitment team, they will not be deemed valid introductions, and no agency fee will be paid.