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Administrative Assistant

2 months ago

Manchester, New Hampshire, United Kingdom William James Recruitment Full time
About the Role

We are excited to present a unique opportunity within a market leader team at a top firm.

**Job Summary**

The Role

Our client, a Top 100, international law firm, is seeking a Legal Support Specialist to support the Finance and Projects team within their office.

The successful candidate will need to be a proactive and highly competent Legal Support Specialist who thrives working in a pressurized and fast-paced environment. You will be supporting fee earners whilst providing professional, client-focused support, and building effective relationships.

Key Responsibilities

  • **Collaborate with Finance Teams**: Proactively support fee earners' financial performance, including client billing and reports, management of matter balances, and working capital.
  • **Support Business Development**: Collaborate with Business Development to support fee earners in organizing and attending events and conferences; CRM administration; producing and updating fee earner CVs; using the Business Development hub and credentials database; assisting with bids, tenders, and pilots.
  • **Manage Matter Processes**: Manage all matter processes, including correct rate application at opening, prompt preparation of engagement letters, and matter specifications, and liaise with the Business Acceptance Unit as needed.
  • **Ensure Compliance**: Complete conflict check and Client Due Diligence processes accurately, following the end-to-end Client Matter Inception (CMI) process and adhering to firmwide best practice protocols.
  • **File Management**: Ensure all file management processes are executed correctly, including identifying matters for closure, ensuring bills are paid, clearing client balances, WIP, and archiving completed files.
  • **Diary Management**: Provide comprehensive diary management, including planning, travel, and meeting arrangements, and independently resolving meeting clashes.
  • **Travel Arrangements**: Recommend cost-efficient options for complex travel arrangements.
  • **Meeting Requirements**: Ensure all meeting requirements are identified and actioned, including preparing meeting packs, and itineraries, and arranging room and hospitality resources.
  • **Document Production**: Delegate appropriate tasks to Document Production, including pitch and tender documents, conversion, and amendment of legal documents and transcripts.
  • **Technical Competency**: Demonstrate technical competency to support fee earners, identifying and addressing knowledge gaps to fulfill all role elements.
  • **Risk and Compliance**: Adhere to the firm's risk and compliance policies and procedures, promptly raising any issues or queries with the relevant Partner and/or Risk and Compliance.
  • **Training and Development**: Complete all compulsory firm training on time and return all complaints and claims questionnaires.

Requirements

  • **Excellent Communication Skills**: Excellent verbal and written communication skills, with appropriate and effective use of grammar and punctuation.
  • **Experience**: Three years' experience (or equivalent) in a comparable environment and at an appropriate level.
  • **Flexibility**: Willingness to work flexibly to meet client needs.
  • **Technical Skills**: High proficiency in using the Microsoft Office suite.
  • **Client Service**: Proven experience of exceptional client service.
  • **Attention to Detail**: Detail-focused and experienced in working in a fast-paced office environment.
  • **Teamwork**: Ability to work effectively and collaboratively as a team member and independently.
  • **Commitment**: Commitment to exceeding expectations and goals.

About William James Recruitment

William James Recruitment is the number one recruitment partner to law firms in the UK & internationally. We work with a variety of top-tier clients including a range of Legal 500 firms.

Founded in 2009 by CEO Paul Wingfield, we are not your average recruiter, we build long-term relationships and work with an extensive network of the best law firms, lawyers, and support staff.

If you're looking for full-service recruitment, unparalleled legal expertise, and a qualified team at your disposal, think William James Recruitment.