administrative assistant London, England
Job description
Agencies: We are currently only accepting direct applications for this role. Please refrain from sending through applications via email as it will not be seen as an introduction to the candidate and we reserve the right to contact them directly.
About Joelson
We are a partner-led, London-based law firm with the flexibility to cover a wide array of clients across industry sectors both domestically and internationally. We are committed to excellence and deliver a client-focused, tailored, and bespoke service to both anticipate and meet our clients’ needs in assisting them to achieve their short, mid and long-term objectives.
What this means for you
Joelson is ideal for those who would like to be part of an open, inclusive and collaborative team. We are down-to-earth in approach and look for individuals who can hit the ground running and are keen to take on responsibility, whilst being supported and encouraged by the wider team.
Main purpose of the role
To be a key member of Joelson’s Corporate & Commercial admin team providing support to 5 partners and 13 legal specialists. The team is currently supported with 2 secretaries and 1 paralegal.
Hours
9.30am – 5.30pm Monday to Friday, with flexibility required outside those times on occasion. We are working in a hybrid working model with a minimum of 2 days within the office.
Job type
Joelson is a thriving commercial law firm based in the West End of London, with 60+ people.
Finance & Billing:
- Opening and distribution of clients’ registered office post and coordination of annual billing of fees for registered office
- Conducting billing, credit notes, payments, invoicing for the department & support with expense sheets
Administration:
- Typing documents from audio dictations and other amended documents.
- Sorting and scanning post to relevant team members
- Reviewing files whilst conforming, dating, formatting, redacting, and populating documents
- File opening – KYC, KYC checklists, Lawman file set up, engagement letters, and matter acknowledgment letters
- Closing and archiving of files when necessary
- Scanning and printing documents
- Drafting ancillary documents and formatting and comparing letters
- Liaising with DocuSign Account management & signing matrixes and monitoring and filing emails
- Producing and circulating the team business development and marketing record
- Monitoring and recording client referrals and maintaining our corporate contacts database
- Ensuring all paperwork is up to date on individual files and the firm’s management system
- Preparing PowerPoint presentations
- Companies House filings /general cover letters
Ideal Candidate
- An outgoing, enthusiastic and confident manner
- Ideally have 6 months experience within an administrative role in a law firm or professional services
- A diligent work ethic and the ability to work to strict deadlines
- Excellent communication skills, both orally and in writing
- Strong organisation and administration skills, with the ability to prioritise workloads effectively
- The ability to see matters through with a good eye for detail
- A friendly and personable approach with colleagues and clients
- A proactive and growth mindset towards achieving goals
- Strong IT skills, including Microsoft Outlook, Word and Excel, and an ability to pick up new systems quickly.
Our Commitment to Inclusion
At Joelson we actively encourage diversity and inclusion as an integral part of the cultural fabric of our firm. We welcome candidates from all backgrounds and are committed to recruiting, retaining and developing our diverse teams.
As a part of this, you will receive a short survey upon submission of your application, so that we have data by which to measure our progress and continue to improve our diversity levels. Such diversity data will be anonymized to protect applicant privacy.
Environment, Social and Governance
Being a responsible business is at the core of what we do. We place value in creating a fair and equal working environment and ensuring that we operate ethically. Which is why we place great emphasis on taking care of our employees, managing our social and environmental impact within our community through undertaking Pro Bono cases and being a member of LawWorks.
We have partnered with Ecologi and are now a climate positive workforce. Moreover, this year we are proud to be supporting City Harvest as our firm charity.
