To deliver outstanding proactive executive support to partners and fee‑earners, displaying a keen focus on high‑quality client service. This is a great opportunity for someone who is motivated and passionate about delivering a professional service of the highest quality.
The role offers valuable experience, training, and genuine career development prospects.
Responsibilities
Organisation and Planning
* Complex diary and travel management with supervision when needed.
* Diarising and supporting the monitoring of deadlines.
* Arranging client entertainment and assisting with the organisation of client seminars/conferences with supervision when needed.
* Preparation of agendas and meeting papers.
* Responsibility for organising internal events (e.g. training sessions, social events).
* Creating first draft emails and letters on behalf of fee‑earners ready for review.
* Ownership of inbox filing delegating to an Administration Assistant as appropriate.
* Interface with other business services teams and ownership on resolving any business operations problems.
* Managing fee‑earner capacity trackers.
Business Development and Client Relationship Management
* Research into clients as instructed by fee‑earners.
* Acting as key client contact for non‑legal queries (e.g. dealing with telephone queries, liaising with client secretarial team to discuss billing processes).
* Building and maintaining effective relationships with both internal and external clients.
* Supporting partners on bids, tenders.
* Supporting partners with creation of client presentation materials.
* Supporting events in collaboration with Business Development.
Financial Management and Matter Opening
* Handling any complex billing arrangements with supervision when needed.
* Supervising Administration Assistants with routine billing and expenses processing.
* Supervising Administration Assistants with post‑matter completion.
* Supporting Partners on monitoring WIP management with supervision when needed.
* Completion of NBI forms.
* Preparing letters of engagement.
* Arranging conflicts and AML checks.
* Ensuring all parties lists are kept up to date.
Document Management
* Transcribing BigHand dictations of less than 5 minutes.
* Archiving and storing of original documents.
* Creating and amending data sets in Excel.
* Creating and amending PowerPoint presentations.
* Creating, formatting and amending Word documents.
* Carrying out document comparisons and document conversions (e.g. PDF to Word, house‑style).
Required Experience, Skills, and Attributes
* 18 months experience in a secretarial/admin role.
* Demonstrable level of experience providing support to a Practice Group and experience in a wide range of secretarial/administrative tasks.
* Proficient use of MOS including Excel and PowerPoint.
* Organisational skills.
* Confident and professional communication skills/manner at all levels.
* Proficient prioritisation skills and acute attention to detail.
* Ability to use own initiative and exhibit a professional approach during challenging situations.
* Willing to embrace change.
* Ability to delegate.
* Adjustable and versatile approach to work.
* Well‑developed relationship skills.
* Dedicated with a reliable ownership approach to the operational workflow.
* Coaching and mentoring approach when working with junior members of the team.
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