Administrative Assistant

4 weeks ago


Manchester, United Kingdom Tate Full time
Job Title: Administrative Assistant - Legal Support

We are seeking an experienced Administrative Assistant to join our team as a Legal Support Assistant. The successful candidate will provide administrative support to our fee earners, ensuring the smooth operation of our legal services.

Key Responsibilities:
  • Manage the production of documents and check returned work produced by the Document Production team.
  • Taking and making client-related calls, dealing with and handling message taking as appropriate.
  • Manage Interaction and ensure new prospects, clients and contacts, activities and business development information are added.
  • Responsible for keeping up to date with client-specific protocols and processes, implementing, providing guidance and training to others where necessary, and ongoing monitoring.
  • Support fee earners in business development activities including the involvement in preparation of pitches and presentations, scheduling meetings e.g. tenders, directories, internal clients.
  • Manage diaries, ensuring they are up-to-date, anticipating requirements e.g. associated travel/accommodation bookings, meeting rooms, drafting itineraries, preparing agendas, preparing and circulating papers.
  • Produce and maintain Excel spreadsheets as required.
  • First point of contact for the team, dealing with queries and acting on initiative to provide exceptional client service, promoting and developing ownership within the teams.
  • Arrange for the preparation and collation of internal sector newsletters and briefings.
  • Arrange photocopying, printing, organising couriers, sending out letters, faxes etc.
  • Receiving instructions via digital dictation for tasks and acting upon the same.
  • Key point of contact for fee earners and clients to maintain relationships and ensure a high level of support is always provided by the team.
  • Assisting fee earners with billing related tasks.
  • Minute taking, following up designated actions to ensure completion ahead of the next meeting.
Requirements:
  • Proven experience of managing client-facing tasks and priorities, with a hands-on, practical approach.
  • Effective at investigating issues and seeing a problem through to conclusion.
  • Conscientious, taking personal responsibility for own work and accountability for its delivery and quality.
  • Excellent team player, sharing in team goals to provide excellent quality and efficiency of service, with a willingness to take on new responsibilities and challenges.
  • Positive can-do attitude with the ability to adapt to change.
  • Confidential and discreet but able to redirect information when appropriate to ensure areas of concern are resolved effectively.
  • Well organised and methodical with excellent attention to detail, ensuring accuracy in all client communications and deliverables.


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