Role: Administrative Assistant

The Role

The Administrative Assistant provides administrative and file management support across the team. Work may be assigned directly by fee earners or delegated through Practice Assistants. The role is responsible for establishing and maintaining effective service-based relationships with the teams they support, understanding their requirements and delivering a responsive and efficient service.

Key Responsibilities

Client Relationship Management

• Liaise with Practice Assistants (PAs) to support Client & Marketing activities, including scheduling tender meetings, directory interviews, client training sessions, and other business development initiatives.
• Support Practice Assistants with the entry, maintenance, and updating of Interaction records, including prospects, clients, contacts, activities, and business development information.
• Maintain an up-to-date understanding of client-specific protocols and processes and ensure these are incorporated into day-to-day working practices.
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Administrative

• Manage files by updating and maintaining electronic and paper records, ensuring documents are accurately filed and named in accordance with firm-wide naming conventions and folder structures.
• Assist with file opening and closing processes, including setting up matters within the relevant document and case management systems and completing all file closure and archiving procedures in compliance with firm requirements.
• Support Practice Assistants in the organisation of internal and external events, seminars, and conferences, including managing delegate registrations, booking travel, preparing materials, and arranging promotional items.
• Manage the ordering of promotional merchandise and monitor stock levels.
• Arrange meeting rooms, taxi bookings, courier services, hand deliveries, and other ad hoc administrative requests.
• Print, copy, and scan documents, escalating high-volume requests to Document Solutions where appropriate.
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Communication

• Liaise with team members regarding workload priorities and ensure deadlines are consistently achieved.
• Answer internal telephone calls on behalf of colleagues as required.
• Work closely with and take direction from Hub Leaders, Practice Assistants, and Legal Support Assistants.
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Financial

• Assist with billing activities as required.
• Assist with expense processing and administration as required.