Team Assistant

AJ Chambers ®; Greater London; Hybrid; GBP 28,000 - 36,000; Full time

Job summary

AJ Chambers is partnering with a top Central London Law Firm to recruit a Team Assistant to support the Property Team. The role focuses on delivering exemplary secretarial services, organising diaries, coordinating meetings and travel, and maintaining high levels of client service.

You will work closely with the Department EA/Senior Secretary to ensure an efficient and proactive service, handling a range of administrative duties and legal support tasks in a hybrid working environment.

Qualifications

• 2+ years of experience in secretarial or legal administration.
• Experience formatting legal documents.
• Strong client-facing communication skills.
• Ability to manage multiple tasks and calendars.

Responsibilities

• Deliver general legal secretarial admin, such as file opening, billing and file closing etc
• Format legal documents
• Provide high levels of customer service on all requests and projects
• Manage and communicate with internal key stakeholders as needed
• Ensure all clients have a positive experience on point of contact and that requests are communicated promptly
• Prioritise key tasks and advise time to achieve
• Manage and communicate on multiple requests as needed; keep people informed
• Escalate issues to relevant team member and address promptly
• Proactively identify problems and propose solutions
• Manage team diaries and Outlook calendars
• Organise internal and external meetings
• Assist with setting up meeting rooms for large meetings and events
• Arrange travel for UK and international trips
• Manage phone, voicemail, emails when unavailable
• Coordinate conference calls (Zoom, Teams)
• Distribute documents internally and externally
• Maintain filing systems
• Delegate large copying/printing tasks to Office Services
• Agree time to produce
• Ensure delivery of job
• Prepare post-completion duties (Stamp Duty Return, Land Registry)
• Knowledge of HM Land Registry portal and Digital Registration Service
• Experience submitting property searches for commercial/residential properties
• Provide cover for Reception/PA during holidays if required

Skills

Secretarial skills

Diary management

Interpersonal skills

Communication

Travel coordination

Tools

Outlook

MS Office

Job description

AJ Chambers are working with a top Central London Law Firm who specialise in Media.

They have an exciting opportunity for a Team Assistant to join the Property Team.

Job Purpose

• To deliver exemplary secretarial services covering a variety of administrative and legal support duties as assigned.
• To work closely with all team members and Department EA/Senior Secretary to ensure an efficient, proactive and professional ongoing service.
• To provide a personable point of contact for all external parties, particularly the firm’s clients.

Key Tasks and Responsibilities

• Deliver general legal secretarial admin, such as file opening, billing and file closing etc
• Format legal documents
• Provide high levels of customer service on all requests and projects
• Manage and communicate with internal key stakeholders as needed
• Ensure all clients have a positive experience on point of contact and that any requests are swiftly communicated to the relevant team member
• Prioritise key tasks and advise time to achieve
• Manage and communicate on multiple requests as needed; keep people informed as to progress
• Ensure any issues arising are communicated to the relevant team member and promptly addressed
• Offer a proactive approach to problem identification and possible solution
• Provide ongoing management of team members’ diaries and Outlook calendars as directed;
• Organising various internal and external meetings
• Assist with setting up meeting rooms for large meetings and events as needed, across teams
• Sort travel arrangements for the team as needed for both UK and international travel
• Manage telephone, voicemail, out of office and email messages for the team when they are not available, responding or redirecting as necessary
• Coordinate conference calls, Zoom, Teams etc. for the team, as required
• Distribute documentation internally and externally, electronically or hard copy
• Ensure all team electronic and hard copy filing is managed in a timely and efficient manner, in strict accordance with firm procedures
• Delegate large copying/printing jobs to Office Services team as needed
• Agree time to produce
• Be responsible for ensuring delivery of job
• Preparing post completion duties including Stamp Duty Return, Land Registry applications, Notice of Transfer.
• Knowledge of HM Land Registry download, search and replying requisitions
• Knowledge of the HM Land Registry portal, submitting applications on the new Digital Registration Service.
• Experience in submitting property searches for commercial and residential properties.
• Assist with cover for Reception and other departmental PA’s during holidays or busy periods, if required

Business process support

• Support Department EA/Senior Secretary with the ongoing management and reduction of aged WIP & debt, liaising with Heads of Department/Fee Earners and Credit Controller as needed
• Draft invoices for review
• Work as needed to improve the department’s financial performance against targets
• Proactively assist and manage the team’s IT queries/issues, to include liaison with internal IT support and the Software Training & Application Advisor (and if necessary, the firm’s external IT provider)
• Ensure the team is aware of any planned changes
• Support in the timetabling and delivery of any required training within the team
• Support Department EA/Senior Secretary on project implementation as requested

The role will be a great opportunity for someone with 2 years experience looking to join a top Law Firm with great career prospects.

The role will offer hybrid working and hours 9.30am – 5.30pm