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.
• Effective project management abilities.
• Dedicated with a reliable ownership approach to the operational workflow.
• Coaching and mentoring approach when working with junior members of the team

THE ROLE

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 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 client reporting requirements.
• 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

• Preparing pitch documents.
• 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).
• Proof reading.
• Creating Tikit links.

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.
• Effective project management abilities.
• Dedicated with a reliable ownership approach to the operational workflow.
• Coaching and mentoring approach when working with junior members of the team.