Working side by side with fee earners to carry out and assist with all their non-fee earning administrative tasks and supporting them to efficiently deliver their legal fee earning work. We need someone who is highly organised with solid administrative skills and a willingness to adapt and be flexible. As an integral member of the central support team, the individual will also contribute towards the smooth operation of the office.
- Providing comprehensive administrative and secretarial support to fee earners, including managing emails, messages, diaries, appointments, and meeting coordination.
- Arranging all practical aspects of client meetings and conference calls, including booking meeting rooms, issuing calendar invites, preparing rooms, and welcoming clients.
- Entering meetings, events, and client information into the CRM system and maintaining accurate contact records in Outlook.
- Assisting with the organisation of firm, team, and business development events.
- Coordinating off‑island travel arrangements, including flights, accommodation, and meeting schedules.
- Working collaboratively with the support team to ensure the smooth day‑to‑day operation of the office, including reception cover, answering phones, post and courier management, DocuSign processing, and providing cover during lunch and peak periods.
- Working flexibly to ensure consistent support cover throughout the working week to meet client and business needs.
- Supporting matter lifecycle management, including assisting with new matter openings, preparing draft engagement letters, and ensuring files are accurately maintained.
- Liaising with Finance on billing processes, WIP, expense claims, time entries, third‑party payments, internal and external queries, and matter closures.
- Preparing, formatting, proof‑reading and converting documents and reports, including PowerPoint presentations.
- Managing document production, including printing, scanning, copying, collating, court filings, bundling and completion documentation.
- Maintaining electronic and physical filing systems, including creating files and folders, organising and archiving documents, retrieving archived files, and managing datarooms.
- Assisting with legal research, company searches, and analysis as required.
- Carrying out legal administration tasks, projects and other duties as delegated by Partners, the Office Manager, or fee earners.
- Ideally a graduate, or having relevant office experience in a similar role
- An administration or secretarial qualification would be advantageous
Knowledge/skills/experience
- Prior experience in a professional services firm, ideally within a legal environment but this is not essential
- Confident and competent IT user with a sound working knowledge of MS Office to include Word, Excel, PowerPoint and Outlook
- Experience of document management systems would be advantageous
- Excellent typing and formatting skills
- Highly organised with the ability to multi-task and prioritise tasks
- Willingness and ability to learn
We would like you to have:
- Team spirit and flexibility to share workload and support the administration team
- Good initiative to support fee earners, resolve issues and to work independently with appropriate supervision
- Enthusiasm, drive, flexibility, initiative and the ability to be pro-active
- A calm and proactive approach even when under pressure and managing deadlines
- Accuracy and a good eye for detail
- A confident communicator in all forms
In this role you will be expected to:
- Behave in a manner in keeping with our core culture and values.
- Adhere to all policies, procedures and regulations including those around anti-money laundering and terrorist financing.
- Commit to fulfilling any personal CPD requirements and continually developing your skills and knowledge.
