Team Assistant - leading law firm ! Do you have an Ilex legal secretarial diploma or BTEC ? do you have 5 GCSE’s A-C grade - if yes get in touch !!
You will work with other Team Assistants to provide support to Lawyers, Partners and Business Professional teams. You will have a number of Trainee Lawyers allocated to you for whom you and your team will provide dedicated support.
You will manage jobs through a shared mailbox and prioritise based on agreed deadlines and as directed by the Workflow Co-ordinator.
You are expected, on a daily basis, to create positive working relationships with clients and team members. The keys to success in this role are: flexibility, staying calm under pressure, having excellent planning and prioritising skills, as well as good communication skills and understanding that, whilst the tasks can, at times, be basic, you will be part of a fundamental support function and is key to the smooth running of the firm.
You will provide support to an allocation of approximately 8-10 trainees in their practice area. You are responsible for the trainee’s day to day administration support, as well as ensuring the trainees settle into their practice area by completing the on-boarding process for each allocated trainee.
You will be responsible for ensuring that all activities are carried out in compliance with the firm’s policies and regulatory requirements.
Daily duties:
*Printing, scanning, copying and filing
*Creating Bound Volumes
*Entering contacts cards into Outlook or Interaction
*Creating letters and making minor document amendments via Adobe PDF and the Microsoft package
*Document management including converting to PDF, collating PDFs, renaming, document compares - standard and Change-Pro
*Liaising with Document Production Unit (DPU), as appropriate, in order to support fee earners/"users"
*Working with data rooms, including printing/downloading
*Setting up FileShare sites, uploading/downloading documents
*Creating folders - indexes and labels
*Audio transcribing - digital and tape
*Attending meetings and taking minutes/action notes
*Supporting with the integration of new trainees into the team, general guidance on firm processes, arranging any equipment and ensuring full workstation set-up, scheduling introduction meetings with key personnel outside HR induction, and providing general advice on queries
*Handling internal and external post, including liaising with the mail room, as appropriate
*Saving and filing documentation using the firm’s document management system
*Participating in the delivery of ad-hoc projects and tasks, as required
*Maintaining overall support through core administrative and communication activities
*Booking meeting rooms (London and overseas)
*Booking client entertainment (e.g. restaurants, tickets)
*Arranging domestic and international travel: flights, trains, hotels, taxis, currency, maps and liaising with the in-house travel provider, as
You will have:
*Previous experience of working in a support/administrative support role, ideally from working within a professional services firm would be an advantage, but not necessary
*Good knowledge of Word, PowerPoint, Excel and Outlook