Secretarial and Administrative Assistant

Team Administrator
Full Time, Permanent
To provide effective and high-quality administrative support through delegation from the Secretarial Co-ordinator, Secretaries and fee-earners that appropriately meets the requirements of the team.
To support the team/office with regular and ad hoc administrative tasks and other secretarial tasks.
Building and maintaining relationships with colleagues and key stakeholders.
Arrange the booking of conference rooms, video conference facilities, taxis refreshments, restaurants, and liaising with meeting attendees, both internal and external.
Organising travel arrangements through the firm’s travel company, booking and confirmation of reservations, flights, hotels, car transfers, ordering currency and expense claims and producing detailed itineraries.
Organises document management, including closing of files, archiving and ensures that all relevant documents are filed electronically and paper-based, if required.
Dealing with and submission of travel invoices and expense claims using Chrome River.
Submitting invoices for payment through the Accounts Payable team and monitoring progress
ensure new business contact details are entered and contacts from fee-earners Outlook address book are shared, updating changes of contact, and entering activities when a M&BD activity is planned with a client or target by own fee-earner, proactively downloading and printing reports on contacts ahead of meetings and pitches with the contact.
Supporting team in updating information on the SharePoint intranet or in managing and maintaining particular pages.
Assisting the broader team with routine and ad-hoc administrative tasks relating to the operation of the team/office.
Assisting with simple typing tasks including digital dictation, copy typing and handwritten amendments.
Using the firm’s house style and proofreading all work to ensure that completed documents are delivered accurately and to a consistently high standard.
Project/matter support
Assisting Secretarial Co-ordinator, Secretaries and Paralegals with internal project or matter related ad-hoc duties.
Duties may include but are not limited to uploading files to deal rooms and SharePoint; printing, filing and archiving; and supporting ad-hoc administrative tasks as required.
Provide ad-hoc support to practice support team with tasks.
GCSEs grade C/4 or above, or equivalent qualifications in English and Maths as a fundamental criterion
Some office experience desirable, although training will be provided.
Strong computer skills, specifically in relation to MS Office
Creative and forward-thinking approach to task
Awareness of and adherence to the firm’s policies and values
Simmons & Simmons is a leading international law firm, providing clients with commercially aware legal advice, whenever and wherever they need it. We have over 1,600 people situated in key business and financial centres across Europe, the Middle East, and Asia.
Our philosophy for international growth has been to build practices around local teams who understand the culture, business and languages of the countries and regions in which we operate. In doing so, we believe that we have succeeded in developing a closely knit and cohesive network that meets local business needs as part of a global service.
Our client base includes leading financial institutions and a significant number of the current FTSE 100 and Fortune Global 500 companies.
Our industry sectors are Asset Management & Investment Funds, Financial Institutions, Healthcare & Life Sciences and Telecoms, Media & Technology (TMT).
We also focus on the E&I market, through our international projects and construction teams. The core practice areas, from which we draw our sector teams, are corporate, dispute resolution, employment, pensions & employee benefits, EU, competition & regulatory, financial markets, information, communications & technology, intellectual property, projects, real estate, and tax.
For additional information on the firm, please visit our website at .
We are committed to promoting equality and diversity in the firm and to equal opportunities in employment.
We believe in equality of opportunity regardless of race or racial group (including colour, nationality, ethnicity, national origins), religion or belief, age, disability, sexual orientation, sex, gender re-assignment and gender identity, marriage and civil partnership, and pregnancy, maternity and paternity. We are supportive of flexible working arrangements wherever possible and we would encourage you to discuss this with us, should this be something you are interested in.
Depending on the position you apply for this may include a Disclosure & Barring Service (DBS) certificate. We undertake not to discriminate unfairly against any subject of a DBS certificate on the basis of a conviction or other information revealed. The firm’s policy on the recruitment of ex-offenders is available on request.