Team Assistant

Lewis Silkin; Cardiff; On-site; GBP 22,000 - 30,000; Full time

Job summary

Lewis Silkin in the United Kingdom is seeking a proactive Team Assistant to join a centralized administrative team, providing reliable support to fee earners, EAs, Client Billing PAs and other internal clients.

You will manage day-to-day admin tasks, matter opening/closing, e-filing, document filing, travel arrangements, meeting room setup and contribute to marketing material production with fee earners and central teams.

Qualifications

• Professional manner and excellent communication are essential.
• Highly organised with strong numeracy and attention to detail.
• Able to work as part of a fast-paced team and support others.

Responsibilities

• Provide reliable day-to-day administrative support to fee earners, EAs, Client Billing PAs and PAs as part of the centralised team.
• Undertake core admin tasks including matter opening/closing, e-filing, scanning, copying, document organisation and general office support.
• Carry out research tasks ensuring information is accurate, relevant and clearly presented.
• Update the Engage system with client changes and ensure timely data entry.
• Help produce or coordinate marketing materials with fee earners and central teams.
• Assist with expenses administration and follow-up as required.
• Develop knowledge of clients, matters and internal processes to build confidence over time.
• Follow tasks through to completion and escalate as needed.

Skills

Communication

Organisation

Team player

MS Office

Tools

MS Office (Word and Excel)

Job description

Successful businesses rely on a unique set of ideas and people. We help our clients protect and develop those vital assets, unlocking possibilities for future success.

From iconic brands and leading multinationals to pioneering start-ups, we are proud to work with a huge range of inspiring clients, helping them to turn their ideas into reality and get the best from - and for - their people.

Our people are not only exceptional at what they do, they also enjoy doing it and consistently give their best to a firm they’re proud to be part of. This stems from our firm culture and our ethos of bravery and kindness. That ethos runs through everything we do, from our approach to recruitment, business practices, and DEI activities to the day-to-day environment in our office and our relationships with clients.

With an internationally minded team of more than 800 working across key areas of law – plus strategic partnerships around the world – we’ve got both the combination and calibre of legal experts it takes to enable our clients’ businesses to thrive. Whether it is providing global employment law advice, managing a global IP portfolio or piecing together a multijurisdictional corporate transaction, we are able to have the right people, in the right place, at the right time.

About the role

The Team Assistant provides reliable administrative support as part of a centralised administrative team, working collaboratively to support internal clients across the practice.

Key Responsibilities

• Provide reliable day-to-day administrative support to fee earners, EAs, Client Billing PAs and PAs and other internal clients as part of the centralised administrative team.
• Undertake core administrative tasks including matter opening, closing, e-filing, scanning, copying, document organisation and general office support.
• Carry out research tasks as directed, ensuring information is accurate, relevant and presented clearly.
• Update the Engage system with client changes and ensure information is recorded accurately and in a timely manner.
• Help produce, or coordinate the production of, marketing materials in collaboration with fee earners and relevant central teams.
• Support with expenses administration, ensuring information is gathered, processed and followed up as required.
• Develop a strong working knowledge of clients, matters, internal processes and systems, building confidence and capability over time.
• Follow tasks through to completion, keeping stakeholders updated and escalating appropriately when guidance or input is required.
• Support the coordination of billing processes, time recording and client chasing as directed, working closely with Client Billing PAs and relevant Finance colleagues.
• Use a centralised workflow tool to receive, track and complete tasks, providing visibility of progress to stakeholders.

Additional responsibilities

Provide front of house support to deliver an exceptional client experience, including meeting and greeting clients, preparing meeting rooms and refreshments, supporting with events, maintaining office supply requirements, and liaising with the Workplace Operations teams for all office-related queries and support.

About you

You will have a professional manner and excellent communication and interpersonal skills. You’ll have a flexible nature and will enjoy working within a fast-paced team and will be highly organised. You’ll also possess strong numeracy and attention to detail skills, which will be key within this role. We are looking for someone who is passionate about being a team player, who is keen to support others.

Our ideal candidate will be able to demonstrate:

• A client-focused mindset, with the ability to anticipate client needs and deliver exceptional service.
• Strong and effective communication with stakeholders at all levels.
• Ability to meet deadlines under pressure and adjust to competing priorities.
• Excellent numeracy skills and experience using MS Office packages including Word and Excel (experience using Finance system software would be beneficial, although this is not essential as full training will be provided during the induction period).
• Strong team player skills and enthusiasm.

Additional Information

At Lewis Silkin our ethos is simple. We strive to do the best for our clients, our people and the communities in which we operate. We recognise that an inclusive workplace allows for all kinds of ideas and thoughts, a variety of points of view that can trigger discussions or deliver innovative results, and a wide range of versatile skills and expertise. We are proud of the diversity within Lewis Silkin and of our culture that allows people to be themselves at work, ensuring we provide the best possible service to our clients. We are committed to supporting candidates throughout the recruitment process by supporting anyone who requires adjustments, in order to ensure they have the opportunity to perform at their best. All applicants will be considered equally and fairly. If you’d like to request any adjustments throughout the recruitment process, or would like to discuss flexible working patterns, please email the recruitment team in confidence ([e-mail]).