Team Assistant (11am - 7pm shift)

Freshlystaged; Greater London; Hybrid; GBP 26,000 - 32,000; Full time

Benefits offered by this job

Private medical cover

Life assurance

Critical illness cover

Cycle to work

Online GP appointments

Gym membership discounts

Electric vehicle scheme

Job summary

Bird & Bird is seeking a Team Assistant for the London office, working 11am-7pm. You will provide administrative support across Practice groups and Business Services, assisting Executives and fee earners in daily operations.

The role involves flexible hours, e-filing, archiving, report production, and coordinating travel and meetings within a busy, international law firm environment.

Qualifications

• The role requires proficiency in Word, Excel, Outlook and PowerPoint.
• Experience in customer service or office environments is preferred.
• Strong attention to detail and ability to manage multiple tasks.

Responsibilities

• Collaborate with team members to ensure tasks are completed promptly.
• Support multiple Practice groups and Business Services functions.
• Assist with e-filing, archiving, and document processing.
• Manage One Place contacts, event lists, and RSVP updates.
• Coordinate expenses, travel, file openings, and client meeting materials.
• Generate reports (e.g., WIP, client information) from the firm systems.

Skills

Word

Excel

Outlook

PowerPoint

Customer service

Attention to detail

Interpersonal skills

Education

ILEX/CILEX PA training

Tools

Introhive

One Place

Job description

Assistance with administrative and business support

An exciting opportunity has arisen for a Team Assistant to join the Hub in the London office working 11am - 7pm shift. In this role, you will work across all Practice groups as well as gaining insight into the various Business Services functions. Your role will give you exposure to various departments within the firm and provide you with a thorough understanding of how each department operates within the business.

The objective of the role is to provide business support and administrative assistance to each Practice group, working collaboratively with other team members in the Hub. The role requires a high degree of flexibility to support multiple departments and to work closely with Team Executives, Practice Executives and Executive Assistants on a daily basis. The Hub is managed and supported by a Business Support Manager, responsible for the overall coordination and service delivery of the function.

Key Responsibilities

• Work well as part of a team and communicate with other members of the Hub to ensure work is picked up and completed in a timely manner
• Demonstrate a good level of understanding of the Firm and the Practice groups and how the Junior Team Executive role contributes towards the wider success of the Business Support function
• Develop and maintain effective working relationships with the Business Support function as well as with fee earners and Partners in each Practice group
• Assist, where appropriate, with e-filing, specifically in connection with helping to file historical emails
• Assist with efficient management of archiving and data storage
• Processing documents either in the Hub or directing to other appropriate resources whilst maintaining ownership and monitoring quality
• Responsible for assisting management of One Place to include:
  • maintenance of relevant sector /practice contacts
  • building and maintaining lists for events and mailings
  • recording opportunities
  • good working knowledge of Introhive
  • maintaining & updating RSVP lists
• Assist Executive Assistants, Practice Executives and Team Executives with:
  • completing expenses
  • travel arrangements
  • file opening processes
  • contact entries as appropriate
  • scheduling regular team calls
  • producing reports from the system, such as WIP and client information
  • producing documentation to support client meetings
  • sending out correspondence such as engagement letters and bills
• Develop familiarity of tools used by the firm to support various functions, such as pitching or legal project management
• Monitor and ensure consistent running of printers, including keeping them topped up with paper throughout the day and ensuring toners are replaced and re-ordered
• Monitor, tidy and ensure an adequate stock of stationery items on each floor
• Scan and distribute post to relevant individuals
• Book taxis, couriers, meeting rooms and other similar requests
• Good working knowledge of the intranet, other tools and templates available

What you'll bring

• ILEX/CILEX PA training is desirable
• Solid experience of Word, Excel, Outlook and PowerPoint
• Previous experience working in a customer service focused position (previous office experience is desirable)
• High level of attention to detail, delivering work that is quality checked
• Ownership for tasks and retaining responsibility throughout
• A proactive and innovative attitude with a willingness to learn and expand knowledge and skills within the role
• Ability to build and maintain constructive relationships with good interpersonal skills
• Approachability at all levels
• Good knowledge of the range of applications used by the Firm
• Take responsibility for own personal development and skills training
• Ability to stay focussed and professional in often demanding situations
• Flexibility to work independently and as part of the wider team to meet demands
• Flexibility as to hours and the role itself, a practical/common sense approach
• Professional phone manner with the ability to communicate clearly and listen effectively

What's in it for you

We provide comprehensive support for our colleagues' health and wellbeing, including private medical cover, life assurance, critical illness cover, and regular health assessments. In addition, we offer a range of lifestyle benefits designed to help our team live their best lives, such as a cycle to work scheme, access to online GP appointments, discounted gym memberships, and an electric vehicle scheme.

Bird & Bird opens up a world of possible for lawyers and professionals everywhere. Working for a leading international law firm like Bird & Bird means working alongside people who are truly collegiate in the way they work with everyone. We work as one global team, with over 70% of work involving people from across the firm. And that's only increasing! It's this common purpose and shared approach that makes for a more productive and collaborative place to work. Your firm. Your future.

As a disability and neurodiversity inclusive employer we want to ensure that you have a barrier-free recruitment experience at Bird & Bird. If you require any adjustments during the recruitment process, please provide details to your recruitment contact who will be in touch to discuss any details provided and understand more about your individual adjustment needs.

If this job opportunity is not suitable, then check out the other LGBT friendly jobs across UK!