Team Assistant - Private Wealth

Greenwoods; Greater London; On-site; GBP 24,000 - 29,000; Full time

Job summary

Greenwoods is seeking a Private Wealth Team Assistant to support the lawyers across London, Cambridge, and Peterborough. You will oversee non-chargeable admin, billing processes, and client communications, while assisting with day-to-day legal and matter administration.

The role involves collaboration with the Private Wealth team, risk and compliance, and finance to ensure smooth file handling and service delivery for clients and their families.

Qualifications

• Experience in a legal support role, ideally as a legal secretary in Private Wealth or private client teams.
• Organisational and administrative abilities to manage a busy workload.

Responsibilities

• Draft and prepare documents, letters, emails, and attendance notes in line with our house style.
• File documents on the case management system and keep databases up to date.
• Monitor reminders and inform team or clients when due.
• Prepare engrossments, bundles, and binding.
• Draft basic wills, LPAs, Court of Protection applications, and tax forms.
• Log and distribute daily post via the case management system.
• Update client details and review files regularly.
• Manage billing and assist with invoices and reports as required.
• Coordinate team meetings, diaries, travel, and catering.
• Provide reception cover and onboard new starters.

Skills

Organisational skills

Attention to detail

Communication skills

Discretion with confidential info

Team player

Tools

Microsoft Office

Case management system

Job description

At Greenwoods, we are proud to be different. We combine serious legal capability with a culture built on respect, excellence, freedom, and fun. We are commercially ambitious and growing - but we have not lost sight of what matters. Great people doing great work for clients and being themselves while they do it.

We are building a firm that sounds like people, not an institution. Our approach is grounded in commercial acumen and real commitment to our clients and to each other.

About the role

Our Private Wealth team helps clients protect what matters most to them - their legacy, their loved ones, and the life they have built. We guide families through life's key moments, advising on everything from wills and estate planning to trusts and probate, with colleagues across London, Cambridge, and Peterborough.

As Private Wealth Team Assistant, you will work with every member of the team, making sure the team's non-chargeable admin is taken care of. It is a varied role, covering legal, financial, and client and matter administration.

You can find out more about our Private Wealth team on our website.

Key responsibilities

Legal support

• Draft and prepare documents, letters, emails, and attendance notes in line with our house style.
• File documents accurately on our case management system.
• Keep relevant databases up to date, i
• Monitor reminder systems and let the right team member or client know when something is due.
• Prepare engrossments, bundles, and binding.
• Draft basic wills, LPAs, and Court of Protection applications, and complete tax forms such as inheritance tax forms.

Client and matter administration

• Log and distribute the team's daily post through our case management system.
• Keep client contact details up to date.
• Review files regularly, check account balances, and archive inactive files.
• Retrieve files and deeds from storage when needed.
• Take accurate phone messages and help with non-legal queries where you can.
• Support business development follow-ups, including drafting thank-you letters and setting reminders.
• Update referral lists and client feedback forms.
• Work with the Risk & Compliance team to open new files.
• Build a good understanding of our accounts procedures so you can handle queries, such as cheque requisitions, BACS authorisations, and client money processes.
• Manage billing, prepare invoices and run reports where required
• Request payments to third parties on behalf of fee earners.
• Act as a liaison between Private Wealth team and the finance team to deal with queries relating to the financial aspects of client work.
• Check monies on account and confirm bill payments.
• Make sure disbursements are added to the billing system using the correct procedures.
• Prepare and submit expense claims with supporting evidence.

Team administration

• Organise team meetings, prepare agendas, and circulate papers.
• Manage team diaries and book internal and external appointments.
• Arrange travel, accommodation, and catering for the team.
• Record business development activity on our CRM.
• Screen and prioritise emails, post, and voicemail when colleagues are away, responding where you can.
• Help onboard new starters to the team.
• Coordinate team social events.
• Provide reception cover when needed.

What success looks like

This role is measured on its contribution to keeping the team organised and running smoothly. Key success measures include:

• Documents and data are filed correctly and meet firm standards.
• Billing, file reviews, and reminders are completed on time.
• Clients give positive feedback and get timely responses to their queries.
• Billing and financial processes are accurate and completed promptly.
• Meetings, diaries, and onboarding run smoothly, with issues picked up early and improvements suggested.

Experience and qualities

You will have previous experience in a legal support role, ideally as a legal secretary in a Private Wealth or private client team, and a genuine interest in Private Wealth work.

This role suits someone organised and precise, who enjoys being the person colleagues can rely on.

You will be someone who:

• Has great organisational skills and stays calm under pressure, managing a varied workload with competing deadlines.
• Pays close attention to detail and takes care to get things right.
• Communicates well and is comfortable working with colleagues and clients at all levels and across different office locations.
• Is proactive, takes ownership of resolving issues, and follows things through.
• Is self-motivated and a team player who enjoys helping others.
• Is confident using Microsoft Office, types accurately (including data entry), and can quickly learn new systems, including our case management system.
• Can handle confidential information with discretion.

Why Greenwoods

You'll work on matters that make a real difference to clients and their families and get a broad view of how a busy Private Wealth team works.