Executive Assistant - Property

The Institute of Legal Secretaries & PAs; City of Westminster; On-site; GBP 40,000 - 50,000; Full time

Job summary

A prestigious law firm in the City of Westminster is seeking an experienced Executive Assistant specializing in Real Estate. This role provides critical administrative support, ensuring smooth operations by managing court documents, scheduling, and client communications. Ideal candidates will have at least 3 years of experience, proficiency in Microsoft Office, and a strong understanding of legal procedures. Competitive benefits include life insurance, pension schemes, and discounted gym memberships.

Benefits

Life Insurance and Income Protection

Company Pension Scheme

Corporate Eye Care

24/7 GP Access

Discounted Gym Membership

Social events including Christmas and summer parties

Qualifications

• Minimum 3 years of experience as an Executive Assistant in Real Estate and Litigation.
• Proficient in Microsoft Office suite including Word, Excel, and Outlook.
• Excellent typing skills with high accuracy.

Responsibilities

• Draft and prepare legal documents for various matters.
• Manage multiple diaries and schedule court hearings.
• Monitor ongoing matters and prioritize urgent tasks.

Skills

Executive Assistant experience

Legal court forms and procedures understanding

Typing speed of 50 words per minute

Proficient in Microsoft Office

Strong organisational skills

Outstanding communication skills

Job description

We are seeking a skilled Executive Assistant with experience in Real Estate to join our well‑established team at Brecher LLP, a prestigious Mayfair law firm. This role provides essential administrative and organisational support to fee earners across the firm to ensure smooth and efficient legal services. You will be expected to manage a variety of tasks including court document filing, diary management, communication with courts, and assisting with billing. The position requires strong attention to detail, initiative, confidentiality, and the ability to work independently as well as part of a team.,

Responsibilities

• Open new files and conduct conflict checks in accordance with firm procedures.
• Draft and prepare legal documents across a range of matters, including sale contracts and leases, using agreed Heads of Terms and incorporating amendments as required.
• Prepare engrossments of legal documents and manage execution via DocuSign.
• Prepare, organise, and electronically file legal and court documents within required deadlines, including use of CE-File where applicable.
• Schedule court hearings, depositions, meetings, and manage multiple diaries to ensure deadlines are met and timely reminders are issued.
• Liaise confidently with courts, counsel, agents, and other external parties to obtain information and progress matters.
• Draft completion statements, financial statements, and bills; monitor work in progress (WIP) and liaise with fee earners and accounts regarding billing, payments, and write-offs.
• Process third-party and vendor invoices, including counsel's and agents' fees.
• Submit and manage all Land Registry registration applications, including responding to requisitions.
• Order office copies, title documents, and carry out priority searches via the Land Registry portal.
• Prepare and submit SDLT applications.
• Compile sale and auction packs when required.
• Assist with document bundling processes in coordination with paralegals and reprographics teams.
• Perform audio and copy typing (including attendance notes, correspondence, and legal documents) to a high standard and within required turnaround times.
• Monitor ongoing matters, proactively chase fee earners for instructions, and assist in prioritising urgent tasks to ensure matters progress efficiently.
• Close files in accordance with firm procedures, including arranging the return of client monies on account where applicable.
• Prepare payment slips and verify bank details in accordance with compliance requirements.
• Manage telephone communications, take accurate messages, and redirect calls appropriately.
• Arrange retrieval of deeds from storage and ensure new deeds are accurately logged and stored.
• Maintain accurate electronic filing systems and uphold a professional and courteous manner at all times.

Qualifications

• Minimum 3 years of experience as an Executive Assistant within Real Estate and Litigation legal environments
• Strong understanding of legal court forms and procedures
• Excellent typing skills with a minimum speed of 50 words per minute and high accuracy
• Proficient in Microsoft Office suite (Word, Excel, Outlook)
• Outstanding written and verbal communication skills
• Ability to prioritise tasks effectively and meet tight deadlines
• Strong organisational skills and exceptional attention to detail
• High level of confidentiality, integrity, and professionalism
• Ability to work collaboratively as part of a team and with fee earners

Personal Attributes

• Proactive, reliable, and self‑motivated
• Exceptional multitasker with excellent time management
• Friendly, professional, and approachable
• Commitment to delivering high‑quality support to fee earners and clients

Benefits

• Life Insurance and Income Protection
• Company Pension Scheme
• Corporate Eye Care and Flu Vaccinations
• 24/7 GP Access and Employee Assistance Programme
• Discounted Gym Membership
• Social events including Christmas and summer parties