Confidential Assistant

1 day ago

Leicester, Leicester, United Kingdom Shakespeare Martineau Full time
Job Title: Client Assistant

Shakespeare Martineau is seeking a skilled Client Assistant to join our Private Client team. As a key point of contact, you will provide exceptional support to our clients and internal teams, ensuring smooth and efficient outcomes.

Key Responsibilities:

  • Act as a trusted liaison between fee earners and clients, communicating with central teams to facilitate seamless interactions.
  • Assist fee earners in progressing client files, including speaking to clients, passing on correspondence, organizing meetings, and referring professionals.
  • Provide detailed notes of client enquiries and track ongoing progress, arranging appointments and offering comprehensive updates.
  • Conduct land registry, bankruptcy, and lawyer check searches.
  • Make regular telephone and email communication with professional bodies, such as banks, debtors, HMRC, and the probate registry.
  • Arrange invoice payments and prepare cheques for submission.
  • Draft correspondence to investment managers, auditors, clients, and charitable organizations regarding trust matters and prepare regular payments and action donation requests.
  • Set up payments to beneficiaries.
  • Prepare Wills, Codicils, Lasting Powers of Attorney, and other ancillary documents.
  • Perform basic account reconciliations within Excel for Estate and Trust Accounts.
  • Draft client contract letters and initial letters for probate files, utilizing initial information provided by fee earners.
  • Collate information for fee earners ahead of client meetings.
  • Filing and file management - regular retrieval of physical files and both manual/electronic filing.
  • Update Aderant and case management systems.
  • Handle incoming/outgoing post.
  • Diary management for senior fee earners, scheduling team meetings.
  • Record expected payments and claim unreferenced payments, including foreign payments and cheque requests.
  • Engross Wills and ancillary legal documents.
  • Liaise with paralegals and other team members to ensure matters are progressed.
  • Support fee earners in other office hubs, both remotely and in person if required.

Requirements:

  • Previous legal secretarial or office administrative experience gained within a Private Client team or from within a legal or professional services environment.
  • Organized and methodical approach.
  • Confidence with IT systems, including Microsoft Word, Excel, and ideally PowerPoint.
  • The ability to work well in a team and develop good working relationships with colleagues and clients, high levels of emotional intelligence and empathy.
  • Confident interpersonal skills with the ability to liaise openly and clearly.
  • Highly enthusiastic, willing to go the extra mile.
  • Open to new ways of working and happy to challenge to drive improvements.

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