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

• Deliver general legal secretarial admin, such as file opening, billing and file closing etc
• Format legal documents
• Provide high levels of customer service on all requests and projects
• Manage and communicate with internal key stakeholders as needed
• 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
• 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 addressed
• Offer a proactive approach to problem identification and possible solution
• Provide ongoing management of team members’ diaries and Outlook calendars as directed;
• Organising various internal and external meetings
• 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
• Agree time to produce
• Be responsible for ensuring delivery of job
• Preparing post completion duties including Stamp Duty Return, Land Registry applications, Notice of Transfer.
• Knowledge of HM Land Registry download, search and replying requisitions
• Knowledge of the HM Land Registry portal, submitting applications on the new Digital Registration Service.
• Experience in submitting property searches for commercial and residential properties.
• 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, liaising with Heads of Department/Fee Earners and Credit Controller as needed
• Draft invoices for review
• 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)
• Ensure the team is aware of any planned changes
• 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

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