Administrative Assistant

Key Responsibilities

Client & Stakeholder Support

• Support Practice Assistants and legal teams in delivering an exceptional client experience.
• Assist with the coordination of client meetings, training sessions, directory submissions, tenders and business development activities.
• Maintain accurate client, contact and business development information within firm systems.
• Develop an understanding of client-specific requirements, protocols and service expectations.
• Build effective working relationships with colleagues, clients and key stakeholders across the business.

Administrative Support

• Manage electronic and physical files, ensuring documents are stored, organised and maintained in accordance with firm standards.
• Support the opening, maintenance, closing and archiving of client matters, ensuring compliance with firm procedures.
• Assist with the organisation of internal and external events, conferences and seminars.
• Coordinate travel arrangements, room bookings, courier requests and other administrative requirements.
• Support document production activities, including printing, copying, scanning and document preparation.
• Maintain records, trackers and administrative documentation accurately and efficiently.
• Assist with the ordering and management of marketing materials and promotional items.

Document & Matter Management

• Ensure client and matter information is maintained accurately across relevant systems.
• Upload, organise and maintain documentation within client data rooms and document repositories.
• Assist with the preparation of court bundles and legal documentation in line with instructions and applicable requirements.
• Review data and documentation for accuracy and completeness.
• Ensure all correspondence and documentation is appropriately filed and recorded.
• Adhere to firm policies, procedures and compliance requirements at all times.

Financial & Operational Support

• Assist with billing and invoicing processes as required.
• Support fee earners with expense submissions and processing.
• Help monitor workflow priorities and escalate any capacity or deadline concerns where appropriate.
• Contribute to the smooth day-to-day operation of the Legal Support function.

Teamwork & Communication

• Collaborate effectively with Practice Assistants, fee earners and Business Services colleagues.
• Attend team meetings and contribute positively to team objectives.
• Provide support and cover for colleagues where required.
• Keep stakeholders informed of progress and proactively manage expectations.
• Demonstrate a flexible and team-focused approach to workload management.

Skills & Experience

• Previous administrative experience within a professional, corporate or customer-focused environment.
• Strong organisational and time-management skills with the ability to manage competing priorities.
• Excellent attention to detail and commitment to delivering high-quality work.
• Strong communication skills, both written and verbal.
• Customer and client service focused, with a professional and approachable manner.
• Ability to work effectively both independently and as part of a team.
• Positive, proactive and adaptable approach to work.
• Willingness to learn new systems, processes and ways of working.
• Ability to handle confidential information with discretion and professionalism.

Technical Skills

• Experience using document management or business systems.
• Good working knowledge of Microsoft Office applications, including Outlook, Word, Excel and PowerPoint.
• Experience maintaining records, data and documentation accurately.
• Strong administrative and organisational skills with a focus on accuracy and efficiency.

What You'll Bring

• A strong customer service mindset.
• Excellent organisation and attention to detail.
• The ability to prioritise effectively in a busy environment.
• A collaborative and supportive approach to working with others.
• A willingness to continuously learn and develop new skills.
• A commitment to delivering excellent service and maintaining high professional standards