A leading international law firm is looking for a highly organised, experienced legal practice assistant to support their team, working from the office twice a week. This is a fantastic opportunity to work within a fast-paced legal environment, supporting fee earners and delivering exceptional client service.The RoleAs a Practice Assistant, you will act as a key point of contact within the team, providing comprehensive administrative and organisational support. You will work take ownership of workflows, working closely with lawyers to ensure tasks are managed efficiently from start to finish while maintaining the highest standards of accuracy and professionalism.Key Responsibilities
1. Client relationship management
2. Become an active part in the care of clients and be wholly familiar with contacts/clients, dealing with basic client queries as appropriate.
3. Manage the production and accuracy of documents
4. Taking and making client related calls, dealing with and handling message taking as appropriate.
5. Liaise with Client & Marketing and provide support for scheduling tender meetings, directory interviews, client training etc.
6. Responsible for keeping up to date with client specific protocols and processes, implementing, providing guidance and training to others where necessary and ongoing monitoring
Administrative
7. Monitor and manage key dates for clients and ensure compliance procedures are up to date on all files and matters
8. Work with business development managers on the maintenance of CRM to ensure key client contacts are in interaction
9. Assisting in the organisation of internal and external events, seminars and conferences
10. Manage diaries, ensuring they are up-to date and anticipating requirements
11. First point of contact for the team, dealing with queries and acting on initiative to provide exceptional client service, promoting and developing ownership within the teams
12. Adhoc administration
13. Maintaining LinkedIn profile, updating connections and adding new activity
14. Manage enquiry inboxes, and website queries
Communication
15. Act as a key point of contact for fee earners and clients, maintaining strong relationships and delivering high levels of support
16. Manage incoming emails and post, ensuring correspondence is prioritised, actioned appropriately, and responses are drafted where required
17. Provide proactive support across the team and wider departments, assisting colleagues to manage workloads effectively
18. Handle calls on behalf of team members and participate in shared telephone cover
19. Take minutes and track actions to ensure timely completion
20. Coordinate team absences, arranging cover and communicating updates to relevant stakeholders
Financial
21. Assist fee earners and business development for client and event billing and credit control process
22. Responsible for the completion of complex billing; ensuring bills are prepared to the highest standards of accuracy
23. Reviewing and updating time allocation and disbursements ensuring appropriate matter allocation
24. Supporting the co-ordination of the WIP certification process
25. Anticipating and dealing with matter related finance administration to include APRs, BACs, TTs
26. Managing expenses
27. Processing
28. Manage workloads and priorities to ensure deadlines are met, escalating challenges where necessary
29. Oversee the creation and maintenance of client data rooms in line with case milestones
30. Promote effective use of data rooms with clients and legal teams
31. Maintain accurate client and matter data across case and practice management systems
32. Ensure compliance with firm-wide policies and procedures, including Lexcel and Information Security
Customer Service
33. Arranging and attending team meetings
34. Liaising with fee earners and PSM's to take instruction and liaise on work requirements
35. Consistently and appropriately update service users on progress where appropriate
36. Regularly offer assistance wherever possible
Essential Skills
37. Advanced knowledge of Microsoft Office
38. An aptitude for producing documents and client communications of the highest standard
Desirable
39. Experience of working in a legal or professional services environment
40. Advanced knowledge of document management/case management systems
If