Practice Assistant (9 month fixed term contract)

Overview

To provide efficient and effective administrative services to Associates, Trainees and others as part of the secretarial services team.

Responsibilities

• Navigates Service Now portal with confidence
• Proactively builds and coordinates relationships with E2E services, other BM secretaries and teams
• Utilizes and reviews materials from Service Centers to ensure efficiency and accuracy
• Document production for urgent jobs which are not suitable to be done by Administrative Business Services
• Acts as a role model and supports junior members acting as buddy/mentor
• May support on client intake (including engagement letters) and billing
• Travel arrangements through firm travel agency
• May support inbox and diary management
• Manage logistics for external meetings
• Support client activities and maintain 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 the practice group
• May liaise with courts and ensure accurate development of court documentation/bundles
• Updating contacts in Outlook
• Confident use of AI to ensure smooth, efficient office processes

Skills and experience

• Real Estate experience would be an advantage
• Experience and confidence in using AI programs for drafting and admin support
• Ability 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 with 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, demonstrates proactivity and takes the initiative
• Strong technical capabilities across MS Office Suite (Word, Excel, Outlook, Access, PowerPoint, Teams)
• Interested in career development and advancing both soft, tech and administrative capabilities
• Ability to embrace change and challenges
• Ability to focus on the delivery of high quality services
• Strong communication skills, both written and verbal

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