Administrative Assistant London, England
Stephenson Harwood LLC
Full Time
London, England
25840 - 31115 GBP ANNUAL Today
Job description
What we will offer:
Responsibilities will include undertaking complex tasks and projects, providing transactional support, and playing a critical role in managing all routine and daily administrative tasks. A flexible and adaptable attitude is essential - as is the ability to take ownership, drive processes and support change within the business.
Main Responsibilities:
Our experience encompasses corporate, commercial litigation and arbitration, employment, pensions and private wealth, finance, marine and international trade, and real estate and projects.
We assemble teams of bright thinkers to match our clients' needs and give the right advice from the right person at the right time. Dedicating the highest calibre of legal talent to overcome the most complex issues, we deliver pragmatic, expert advice that is set squarely in the real world.
We will offer you a place where you can be yourself and where there are no limits on what you can achieve. With us, you can take ownership of your career and have honest conversations throughout. You would join an ambitious firm with a clear strategy for profitable growth where you can get early responsibility and early involvement in growing the business.
Here you can expect a competitive and fair reward as well as recognition based on all round performance. This forms part of our internal promise to you, The Deal, between the firm and its employees.
Team Structure:
This role is for a proactive and highly competent Admin Assistant (AA) who will operate successfully in a pressurised and fast-paced environment. The ability to collaborate with fee earners, executive assistants (EAs) and clients, to provide professional and client-focused support, and build effective relationships, are key to the success of this role.
Responsibilities will include undertaking complex tasks and projects, providing transactional support, and playing a critical role in managing all routine and daily administrative tasks. A flexible and adaptable attitude is essential - as is the ability to take ownership, drive processes and support change within the business.
- Assisting with client/matter onboarding via Intapp: running conflict checks; collating all relevant CDD documentation; liaising with Business Acceptance and instructing parties; obtaining and collating all relevant documentation/evidence; assisting with preparation of associated documents for review by the EAs and fee-earners.
- Assisting EAs and fee-earners with the billing process: producing draft bills; updating pre-bills on expert billing; producing and amending narratives; preparing bills for sending to the client under instructions of the EA/Partner.
- Preparing detailed reports for EAs and fee-earners.
- Creating, amending and proof-reading correspondence and documents ensuring high attention to detail and quality, sending out to clients as appropriate in accordance with EA and fee-earner instructions.
- Arranging any internal or external meetings as required by EAs and fee-earners, ensuring all arrangements are made including room booking, all necessary catering or technology requests are made, and calendar invites have been sent or updated.
- Arranging client and office payments and transfers, assisting with the review of client balances.
- Updating and maintaining departmental documentation as required.
- Ensuring all files are saved electronically to the document management system promptly and all original documents archived in accordance with the Records Management policy and procedure.
- Assisting with travel booking for fee-earners including liaison with travel company, arranging visas, booking travel and accommodation, arranging currency, preparing itineraries, ensuring compliance with the firm's Travel Policy at all times.
- Proactively maintaining and updating the client relationship management system, ensuring any follow-ups are actioned.
- Ensuring any expense claims are submitted accurately and in a timely manner and in accordance with the firm's requirements.
- Assisting with regular file reviews, closing finished matters when appropriate.
- Working effectively and collaboratively with EAs and fee-earners, liaising proactively with central teams as required and using initiative to resolve issues as they arise.
- Other ad-hoc admin tasks for EAs and fee-earners, responding to requests promptly, communicating and managing deadlines to ensure expectations and deadlines are met.
- Demonstrating confidentiality and diplomacy, at all times, being an effective and professional key contact internally and externally on behalf of the team.
- Excellent academic background
- Advanced Microsoft Office skills
- Commercial and financial acumen
- A thorough understanding of working in a professional, service driven environment and stakeholder/client/business confidentiality
- Confident and professional manner with the ability to build strong relationship with fee earners and clients
- Excellent communication skills and ability to interact at all levels
- Collaborative and supportive of the business and its initiatives
- Adaptable and open to change showing a willingness and confidence to make suggestions for change where appropriate
- Strong organisational skills and excellent attention to detail
- Ability to remain proactive and flexible at all times
- Reliable, hardworking, work to tight deadlines and have the ability to remain calm when under pressure
- Anticipate and identify potential problem and provide innovative solutions
- A strong team player
This job description is indicative only and does not represent an exhaustive list of responsibilities. The firm reserves the right to alter or change the responsibilities at any time, in line with the firm's strategy and business needs.
About the Firm:
With 8 offices worldwide and with our headquarters based in London, Stephenson Harwood is a law firm where our people are committed to achieving the goals of our clients - listed and private companies, institutions and individuals across the globe. Our mix of expertise and culture results in a combination of deep local insight and the capability to provide a seamless international service.
Our experience encompasses corporate, commercial litigation and arbitration, employment, pensions and private wealth, finance, marine and international trade, and real estate and projects.
We assemble teams of bright thinkers to match our clients' needs and give the right advice from the right person at the right time. Dedicating the highest calibre of legal talent to overcome the most complex issues, we deliver pragmatic, expert advice that is set squarely in the real world.
We understand the power of diversity in delivering that high calibre advice to our clients. We want to attract diverse talent and we particularly encourage applications from underrepresented demographics.
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