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ADMINISTRATIVE/ RECEPTION ASSISTANT

Onsite (5 days office-based)
Full-time, 40 hours per/week, Monday to Friday

We are a busy law firm based in central London seeking to appoint a highly experienced admin assistant to provide all-round administrative and reception support. Suitable candidates must have experience undertaking reception and administrative duties within an office setting, ideally in a law firm, with solid IT and client service skills.

Responsibilities Include:

• File creation, closure and archiving
• File compliance including client onboarding, AML, GDPR compliance
• Assisting with compliance processes and procedures, including file scanning, shredding and record maintenance
• Creation and delivery of court bundles
• Reception duties, record and communicate telephone messages
• Photocopying, printing, faxing, and filing
• Meet and greet visitors, provide hospitality as required
• Diary Management: set/cancel appointments, send meeting reminders, booking travel arrangements
• Maintain and compile records, spreadsheets and presentations using various IT programs and software;
• Process and proofread documents: Work with Microsoft Word or other software, typing and sending emails, letters or documents.

• Prepare agendas and take minutes for meetings. Setting up conference calls. Typing up meeting notes.
• Creating mailers/promotional items
• Sort, frank, distribute and send in-coming and out-going post. Arrange couriers where required.
• Records or contact list management and data entry.
• Deal wherever possible with routine client enquiries and communications.
• Assist fee earners/departments/members of staff as directed. Any other task that will improve overall efficiency and administrative functions within the business

Person Specification:

• 2 years experience in an admin support role dealing directly with clients/3 rd parties
• Excellent command of written and spoken English
• Ability to stay calm and focused in a deadline driven environment
• Detail oriented, excellent attention to detail and ability to multi-task
• Ability to prioritise own workload with exceptional time management/organisation skills
• Ability to use IT systems/applications (MS Office) proficiently and learn new IT skills as required
• Confident professional telephone manner
• Friendly team player who takes initiative to help meet team goals
• Positive attitude with a pro-active approach to responsibilities
• Client facing experience and an understanding of what this requires
• Commitment to diversity, inclusion and equality