Team Assistant

4 weeks ago

London, UK, United Kingdom AJ Chambers ® Full time

AJ Chambers is representing an award-winning City law firm who are actively looking for a Team Assistant to join the Employment team.


You will provide high-quality, comprehensive administrative support to lawyers and PAs within the department and will have at least 2-3 years of experience in previous administration roles within a corporate setting.


Key Responsibilities:


  • Work to ensure individual support needs for all members of the practice are understood and met.
  • Provide dedicated assistance to an allocation of lawyers, making sure that their individual needs and requirements are met.
  • Use effective processes to ensure that all tasks are completed efficiently and within the required timescales.
  • Use initiative to take responsibility for essential administrative tasks that will assist the wider practice, for example, coordinating expense payments, archiving, arranging photocopying, scanning and maintaining departmental documents, liaising with various business services departments and support teams, as necessary.
  • Be highly proficient in operating all functions of the printers, including clearing jams, replenishing paper, and replacing the toner.
  • Assist other members of the team (including PAs, Paralegals, Operations, and the Dispute Resolution Business Development ('BD') team) as required.
  • Deal with incoming and outgoing post, checking desks for post when allocation is out of the office/working remotely.
  • Establish and maintain effective and accurate filing systems.
  • Liaise with the Records Management/General Office ('GO') department to send off and recall archived filing.
  • Replenish the stationery cupboards as needed and ensure that all stationery requirements are met, liaising with our Stores team as necessary.
  • Liaise with GO to arrange couriers as and when they are required.
  • Liaise with the GO, Facilities and Maintenance departments to progress issues that may arise with regard to the maintenance of the office as necessary.
  • Diary management, organising of meetings and travel arrangements.
  • Perform general ad-hoc administration duties including conflict checks and file opening as required and assisting to support departmental BD activities, including maintenance of the BD diary and updating Interaction contacts.


Other Responsibilities:


  • Approving holiday requests
  • Billing
  • Office attendance spreadsheet every Friday
  • Tracking inbound and outbound referrals
  • Maintaining the corporate deals tracker
  • Setting up Pastoral check ins each month
  • Maintaining the Employment Pro Bono spreadsheet and attending the committee meetings
  • LinkedIn Rota
  • Updating the Hub
  • Responsible for arranging some department Interviews
  • Trainee training, each rotation you will set up the training programme, assist with amending the materials, booking rooms etc and arrange monthly catch ups with the trainee mentor


Personal Specification – Knowledge, Skills & Experience:


  • A minimum of 2 years of experience in a corporate setting, supporting a team with administrative duties
  • A good level of knowledge of MS Office applications (Word, Outlook, Excel, PowerPoint).
  • Interpersonal skills that will allow for the development of strong working relationships across the practice and wider firm.
  • Confidence to proactively problem solve and seek assistance should issues arise.
  • Enjoys working as part of the PA team, working to build relationships within the PA team and offering assistance to help cover busy periods and absences.
  • Ability to work in a fast-paced team environment while maintaining a high level of performance.
  • Ability to organise and prioritise workload effectively whilst handling multiple deadlines.
  • A continued focus on excellent client service.
  • Keen interest in working in a legal environment.


If you feel you would be suitable please apply directly or contact Jess at AJ Chambers

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