Practice Assistant - Contract (6 months)

Baker McKenzie; City of Westminster; On-site; GBP 30,000 - 45,000; Full time

Job summary

A leading law firm in the City of Westminster is seeking an experienced secretary to support Real Estate practices. The role involves navigating Service Now, managing documents, and liaising with clients. Ideal candidates will have strong communication skills and proficiency in Microsoft Office Suite. This position offers an opportunity for professional growth in a collaborative environment.

Qualifications

• Proficient in managing customer expectations and meeting service level agreements.
• Able to take initiative and demonstrate proactivity.
• Experience in billing and intake procedures preferred.

Responsibilities

• Navigate the Service Now portal with confidence.
• Manage inbox and file documents and emails.
• Support client activities and be in direct contact with clients.

Skills

Secretarial experience in Real Estate/Property practices

Experience with cloud-based platforms

Strong communication skills

Advanced expertise in Microsoft Office Suite

Proficient at prioritization

Strong experience working in a team environment

'Can-do' attitude

Ability to embrace change and challenges

Tools

ServiceNow

Microsoft Office Suite

Job description

Responsibilities

• Navigate the Service Now portal with confidence
• Proactively build and coordinate relationships with Center-based services, other BM secretaries, and teams
• Utilize and review materials from Service Centers to ensure efficiency and accuracy
• Produce documents for urgent jobs which are not suitable to be done by Document Services
• Serve as a role model and leader; support junior members acting as buddy/mentor
• Manage in-box and file documents and emails into iManage, support hard copy filing. Prepare courier packages
• Support on client intake (including engagement letters) and billing
• Manage travel arrangements through the Firm's travel agency
• Handle calls
• Support on inbox and diary management
• Manage logistics for external meetings, utilize General Administration Services (GAS) for internal meetings
• Support client activities and be in direct contact with clients and their assistants
• Identify and suggest improvements to the way we work
• Undertake specific practice group tasks and requirements to build practice group knowledge
• Liaise with courts and ensure accurate development of court documentation/bundles

EEO Statement

Baker McKenzie is an Equal Opportunity Employer. We are committed to promoting diversity and inclusion for all. Our unique international culture is reflected in the drawing together of a worldwide family of individuals from diverse cultures and backgrounds in all of our offices. We encourage the best people - regardless of race, religion or belief if any, gender, gender identity, disability, sexual orientation or age - to fulfill their professional aspirations with us. We are committed to ensuring an inclusive and accessible experience for all candidates.

At Baker McKenzie we are different in the way we think, work and behave. With our team of 13,000 people, including over 6,500 locally admitted lawyers, in over 70 offices worldwide, we have a passionately collaborative community of 60 nationalities and are committed to world-class career development to everyone in every job at every level. Baker McKenzie can offer you both the uncompromising commitment to excellence expected of a top firm paired with a passionately global and genuinely collaborative working environment.

Qualifications

• Secretarial experience in Real Estate/Property practices
• Experience working with cloud-based platforms that deliver digital workflows; experience using ServiceNow is preferred
• Able to manage customer expectations and meet and exceed Service Level Agreements
• Proficient at prioritization, including providing estimated time for completion of tasks and negotiating additional time where necessary
• Experience in quality management systems and peer review
• Strong experience working in a team environment
• Has advanced and specialized expertise, typically developed through a combination of job-related training and considerable work experience
• 'Can-do' attitude, can demonstrate proactivity and take the initiative
• Strong technical capabilities across Microsoft Office Suite (e.g., Word, Excel, Outlook, PowerPoint, Access, Teams)
• Interested in career development and advancing both soft, tech and administrative capabilities
• Able to embrace change and challenges
• Able to focus on the delivery of high-quality services
• Strong communication skills, both written and verbal
• Experience in billing and intake procedures is desirable