Administrative Assistant

Key Responsibilities

• Taking instruction to undertake admin tasks relating to client relationship management
• Responsible for ensuring current knowledge of client specific protocols and processes, and building these into current practices

• File opening and closing – matters are set up on the relevant document/case management system. Undertake file closing/archiving procedures ensuring compliant at all times
• Make room, hotel and travel bookings as requested, organising hand deliveries and courier requests, and other adhoc requests
• Printing/copying/scanning of documents flowing to Office Services for support with high volume jobs, as appropriate
• Sending large electronic documents via ShareFile
• Submitting documents for signature by clients via DocuSign
• Collating disclosure documents
• Assisting with new client set up and ensuring all relevant documents have been obtained
• Produce MI reports

• Liaising with fellow team members on workloads and ensure deadlines are consistently met
• Answering internal calls for other members of the team
• Liaising with and taking direction from your Secretary Team Leader, secretaries and lawyers

• Assisting with billing as required
• Assisting with expenses as required

• Responsible for managing priorities and workloads to ensure deadlines are met; Liaising with STL where challenges arise
• Ensuring compliance with firm wide/department policies and procedures
• Responsible for checking post and/or emails and dealing with as appropriate ensuring all client related correspondence is appropriately filed in firm’s document management systems

• Attending team meetings
• Liaising with lawyers and Secretarial Team Leader to take instruction and liaise on work requirements
• Consistently and appropriately update service users on progress where appropriate
• Regularly offer assistance wherever possible

• Understands DAC Beachcroft is an international firm; Works with awareness of this structure to operate as one team/brand
• Actively operates in the best interests of the firm at all times internally and externally
• Operates in a regulated environment, effectively managing risk and compliance issues including data security
• Works in partnership with others to manage and mitigate commercial risk

Skills, Knowledge and Expertise

• An aptitude for administration management and processes, with experience of working with document management/case management systems
• Intermediate knowledge of Microsoft Office
• An effective communicator with the ability to liaise with internal and external clients in a professional manner; striving to provide exceptional service at all times
• Good organisational skills and ability to manage own time effectively within a fast-paced environment
• Conscientious, taking personal responsibility for own work and accountability for its delivery and quality
• Positive can-do attitude with the ability to adapt to change
• Excellent attention to detail
• Customer/client service focused
• Proactive, professional and flexible approach to work
• Keen to develop over a period of time with a willingness and ability to learn
• Excellent team player, sharing in team goals to provide excellent quality and efficiency of service, with a willingness to take on new responsibilities and challenges

Additional Information