Legal Team Assistant

AJ Chambers are working with a top Central London Law Firm who specialise in Media.

They have an exciting opportunity for a Team Assistant to join the Property Team.

Job Purpose

· To deliver exemplary secretarial services covering a variety of administrative and legal support duties as assigned.

· To work closely with all team members and Department EA/Senior Secretary to ensure an efficient, proactive and professional ongoing service.

· To provide a personable point of contact for all external parties, particularly the firm’s clients.

Key Tasks and Responsibilities

Secretarial duties

· Deliver general legal secretarial admin, such as file opening, billing and file closing etc

o Format legal documents

· Provide high levels of customer service on all requests and projects

o Manage and communicate with internal key stakeholders as needed

o Ensure all clients have a positive experience on point of contact and that any requests are swiftly communicated to the relevant team member

· Prioritise key tasks and advise time to achieve

o Manage and communicate on multiple requests as needed; keep people informed as to progress

· Ensure any issues arising are communicated to the relevant team member and promptly acddressed

o Offer a procative approach to problem identification and possible solution

· Provide ongoing management of team members’ diaries and Outlook calendars as directed;

o Organising various internal and external meetings

o Room bookings, refreshments as required, IT equipment etc.

o Assist with setting up meeting rooms for large meetings and events as needed, across teams

· Sort travel arrangements for the team as needed for both UK and international travel

· Manage telephone, voicemail, out of office and email messages for the team when they are not available, responding or redirecting as necessary

· Coordinate conference calls, Zoom, Teams etc for the team, as required

· Distribute documentation internally and externally, electronically or hard copy

· Ensure all team electronic and hard copy filing is managed in a timely and efficient manner, in strict accordance with firm procedures

· Delegate large copying/printing jobs to Office Services team as needed

o Agree time to produce

o Be responsible for ensuring delivery of job

· Preparing post completion duties including Stamp Duty Return, Land Registry applciations, Notice of Transfer.

· Knowledge of HM Land Registry download,search and replying requisitions

· Knowlegde of the HM Land Regsitry portal, submitting applcaitons on the new Digital Registration Service.

· Dictation experience

· Experience in submitting property searches for commerical and residental properties.

· Preparing payment requests for completions, invoice settlements, SDLTs etc.

· Assist with cover for Reception and other departmental PA’s during holidays or busy periods, if required

Business process support

· Support Department EA/Senior Secretary with the ongoing management and reduction of aged WIP & debt, liaiasing with Heads of Department/Fee Earners and Credit Controller as needed

o Draft invoices for review

o Work as needed to improve the department’s financial performance against targets

· Proactively assist and manage the team’s IT queries/issues, to include liaison with internal IT support and the Software Training & Application Advisor (and if necessary, the firm’s external IT provider)

o Ensure the team is aware of any planned changes

o Support in the timetabling and delivery of any required training within the team

· Support Department EA/Senior Secretary on project implementation as requested

The role will be a great opportunity for someone with 2 years experience looking to join a top Law Firm with great career prospects.

The role will offer hybrid working and hours 9.30am – 5.30pm

For further information please contact Ella Britton