Administrative Assistant in Private Client

7 months ago

Kingston upon Thames, United Kingdom Russell Cooke Full time

We are seeking a highly motivated and professional Administration Assistant to join our Private Client Team at our riverside offices in Kingston upon Thames.

The Team is highly regarded and has an established reputation in providing a first class service to our clients who include long standing clients, high-net worth individuals and their families who are based in the UK as well as internationally. The wider Private Client Team is ranked by the legal directories in Legal500 and Chambers High Net-worth with various Partners recognised as Leading Individuals in their field. The Private Client Administration Assistant is an integral part of the team; providing a high level of support to Clients, Partners and Fee Earners. The Legal Administration Assistant is expected to take on multifaceted tasks taking a critical role in delivering client service and administration for the Private Client Team.

**Your day to day duties will include**:

- Coordination of tasks and working alongside other Private Client Administration Assistants and other support teams ensuring completed tasks are of high presentational quality and checked for accuracy, demonstrating attention to detail, and ready to return to fee earners by given deadlines.
- Proactive diary management; looking ahead at fee earner diaries to remind them of diary commitments, taking responsibility for ensuring that they have all supporting documents and information for each meeting or engagement.
- Arranging internal and external meetings and conference calls, ensuring the smooth running of such meetings and making the appropriate arrangements (e.g. room setup, ordering refreshments etc.) and liaising with other business support departments as required.
- Efficient mailbox and task management.
- Identifying business improvement opportunities to the Team’s business and administrative processes and knowing when to escalate any concerns to team leaders so that a resolution can be found in a timely manner.

Client Service Support:

- Take an active role in client relationship management and client care.
- Handle and assist with new business enquiries and calls from clients and colleagues and act as point of contact for new business opportunities and helping to ensure new business success.
- Assisting with smooth and seamless transition of new enquiry to on-boarding client and ensuring that the client and fee earner are kept informed throughout.
- Preparing client terms of engagement and new business proposals
- Recording all new business and existing client opportunities and helping to ensure they are dealt with professionally and efficiently.
- Assist with on-going communications and marketing with the assistance of firm marketing resources
- To participate in Business Development and Client Service improvement projects and tasks from time to time.

**Administration Assistant Client Matter/File duties**:

- Assisting with file opening by carrying out conflict checks under supervision and as directed; assisting with the preparation of all relevant documentation.
- Monitoring new matters to ensure all of the necessary information and documents have been received (e.g. engagement letters/instruction forms/monies on account/money laundering documentation and other compliance documents), informing fee earners when documents are received and assisting as required.
- All elements of document management on the firm’s DMS
- Management of inbound post and ensuring it is delivered to fee earners in digital format.
- File closures and archiving.
- Finance and Billing Duties:

- Supporting the Private Client Team to achieve financial success including all elements of billing and financial management in accordance with Private Client and firm procedures.
- Processing expenses, requesting and processing disbursements from external parties.
- Preparing electronic bank transfers.
- Assistance with client balances.

Business Support duties:

- Liaising with business support services across the firm, to include: marketing, finance, HR, and business engagement.
- Updating and maintaining integrity of client information held on the firm’s CRM and case management systems.

**Competencies**:

- Excellent verbal and written communication skills.
- Solid Customer Service centric experience and work ethic.
- Proactive Team Player.
- Organised.
- Good interpersonal details with the ability to adapt style and approach.
- Attention to detail and accuracy.
- Self starter, quick thinking and resourceful.
- Excellent IT skills.

**Your career development**

Russell-Cooke’s lawyers are rounded professional advisers with strong commercial awareness and a commitment to exceeding client expectations. All our lawyers benefit from our cohort based career development programme. We understand the importance of building an internal network and have developed this excellent cohort programme to allow our lawyers to work together across practice areas and share their knowledge, experiences and net

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