Administrative Assistant

Dentons Canada; Greater London; Hybrid; GBP 26,000 - 34,000; Full time

Job summary

Dentons seeks a proactive Administrative Assistant to join the London Projects team. The role spans diary management, travel arrangements and general office support to ensure timely and accurate client service.

You will work closely with Practice Support Executives and fee earners to uphold firm procedures and deliver high-quality administrative support in a busy, international law firm. You will contribute to client events, billing processes and matter administration while developing a

Qualifications

• Experience in administrative support within a professional services environment preferred.
• Strong attention to detail and accurate typing.
• Proactive, organised and able to manage multiple priorities.
• Excellent written and verbal communication skills.
• Familiarity with typical legal administration processes is advantageous.

Responsibilities

• Coordinate routine diary appointments and meetings.
• Book meeting rooms and video conference facilities.
• Manage Work through the BigHand Workflow system and monitor actions.
• Arrange domestic and international travel using the firm’s travel provider.
• Maintain electronic filing in iManage according to firm procedures.
• Support billing process and time recording using firm systems.
• Prepare documents and liaise with Facilities for supplies.
• Provide general administrative support to the Projects team.

Skills

Diary management

Administrative support

Microsoft Outlook

Microsoft Word

Microsoft Excel

Communication skills

Time management

Tools

BigHand

iManage

3E (Billing)

Intapp Time

Intapp Open

Emburse

Radar

Job description

Select how often (in days) to receive an alert: Create Alert

Reports to: Practice Support Workflow Co-ordinator

Type of Role: Hybrid

Reference number: 10897

The Role

We are looking for a proactive and organised Administrative Assistant to join our Projects team in London.

Working closely with our Practice Support Executives (PSEs) and fee earners, you will provide high-quality administrative support across a broad range of activities, helping the team deliver an excellent service to our clients. The role is focused on process-driven tasks, matter administration and general office support, ensuring work is completed accurately, efficiently and within agreed timescales.

This is an excellent opportunity for someone who enjoys working as part of a collaborative team and is looking to develop a long-term career in legal administration within a leading international law firm.

Key Responsibilities

Organisation and Planning

• Coordinate routine diary appointments and meetings.
• Book meeting rooms, video conference facilities and other meeting requirements.
• Manage work allocated through the BigHand Workflow system and monitoring and following up on any outstanding actions
• Arrange domestic and international travel using the firm's designated travel provider.
• Maintain electronic filing within iManage in accordance with firm procedures.
• Liaise with Business Services teams to resolve routine administrative queries and support day-to-day business operations.

Business Development and Client Relationship Management

• Support the maintenance of client relationship management systems, including Interaction and Radar.
• Assist with the administration of client events, seminars and marketing activities in conjunction with the Business Development team and Practice Support Executives.

Financial and Matter Administration

• Support Practice Support Executives with the billing process, including creating matter transaction reports and using the firm's billing system (3E) where required.
• Assist fee earners with the timely completion of time recording in Intapp Time.
• Process expenses and invoices using Emburse.
• Provide general financial administrative support, including completion of requisition forms.
• Submit ad hoc searches using Intapp Open, ensuring all required information is completed accurately.
• Monitor the progress of matter administration activities, including following up on conflict searches and other requests where required to ensure matters are progressed in a timely manner.

General Administration

• Prepare engrossments and supporting documentation, including producing, copying, scanning and printing documents.
• Liaise with Facilities to order stationery, business cards and other administrative supplies.
• Provide general administrative support to the Projects team as required.

Skills and Experience

The successful candidate will demonstrate:

• Excellent attention to detail and accurate typing skills, with a strong focus on producing high-quality work.
• Strong written and verbal communication skills.
• Excellent proofreading skills, with a commitment to checking work thoroughly before submission to ensure instructions have been followed and work is complete and accurate.
• Strong organisational and time management skills, with the ability to prioritise competing tasks effectively and meet agreed deadlines.
• A proactive approach, taking ownership of tasks through to completion.
• Strong IT skills, including Microsoft Outlook, Word, Excel and Teams.
• The ability to follow established processes and procedures accurately.
• A flexible and adaptable approach, with the ability to respond positively to changing priorities.
• The confidence to work independently whilst recognising when guidance or support is required.
• A collaborative approach, with a willingness to support colleagues and contribute to the wider success of the team.
• A positive attitude towards feedback and continuous learning.
• The ability to remain calm, professional and reliable when managing competing priorities.
• Demonstrates professionalism and exercises discretion when handling confidential and sensitive information.
• Previous administrative experience is desirable, ideally within a legal or professional services environment.
• Experience of working in a busy office environment, with the ability to learn new systems quickly.

Firm Profile

Across more than 80 countries, Dentons helps you grow, protect, operate and finance your organisation by providing uniquely global and deeply local legal solutions. Polycentric, purpose-driven and committed to inclusion, diversity, equity and sustainability, we focus on what matters most to you. www.dentons.com

Inclusion and Diversity

We are committed to building an inclusive culture here at Dentons where our people can thrive, regardless of their background or circumstance. As well as being the right thing to do, it makes good business sense too. A richness of backgrounds, experiences and perspectives helps us best serve our clients and the communities in which we operate. You can find out more about inclusion and diversity at Dentons here: Inclusion and Diversity

Dentons is committed to providing equal opportunities for all. We welcome applications from everyone including any age, ethnicity, religion, sex, sexual orientation, gender identity, nationality, neurotype, disability, or with parental or caring responsibilities. We are also "Happy to Talk Flexible Working" and welcome conversations about flexible working arrangements.

Dentons is a Disability Confident employer. Candidates with a disability may choose to apply under the Disability Confident Scheme. We will offer an interview to disabled applicants who meet the minimum criteria for the role. Where application volumes are high, we may offer interviews to those who best meet the minimum criteria, consistent with our approach for all candidates.

During the application process, all applicants have the opportunity to tell us about any adjustments or support they require so they are able to perform at their best. Any information you share with us during the application process is treated in confidence.