New
3 weeks ago

Job Summary

We are looking to hire a proactive administrator. This role will provide high-level, proactive business support to partners within the team. The role works closely with partners to develop a comprehensive knowledge of their practice, clients, markets, and work streams. Exceptional levels of initiative, organizational skills and client focus are vital requirements, and the role requires a broad range of skills in practice management, business development, client communications, and finance.

  • Minimum Qualification:Degree
  • Experience Level:Mid level
  • Experience Length:2 years

Job Description/Requirements

Responsibilities:

  • Regular practice planning with partners to review workflow/allocation and assist with client work-related activities
  • Manage court diary, ensuring that court dates are noted accurately and circulated amongst the lawyers
  • Active involvement in the matter life cycle - file opening, client engagement, billing, and file closure/archiving
  • Create and manage a database of all matters
  • Assist with drafting correspondence in accordance with the firm's standards
  • Prepare documents, presentations, and pitch documents, undertaking research and analysis as required
  • Ensure appropriate file management systems are in place
  • Delegate appropriate admin tasks to relevant staff
  • Support partners with financial management - tracking client costs, expense reimbursement, matter billing status, and general financial hygiene
  • Work with finance to prepare timely and accurate client invoices

Diary/Travel Management:

  • Active diary management for partners, acting as a point of contact for all internal and external meeting scheduling and availability in general 
  • Coordinate domestic and international travel and resource requirements, including visa arrangements, hotel bookings, and transfers, ground transportation, etc.
  • Coordinate, schedule, and delegate (appropriately) meeting arrangements and requirements (including venue arrangements, circulating attendee invitations, resources, and catering)
  • Prepare travel information packs (flights, hotels, transfers, maps, client information, itinerary)

Communications Management:

  • Communicate with clients directly, screening calls and providing responses, including directing inquiries/requests to appropriate areas within the firm
  • Monitor and manage physical and electronic correspondences, proactively assigning or prioritizing an action or draft response for review to facilitate efficiency

 

Requirements:

  • Minimum academic qualification of a Bachelor's degree in a relevant field
  • Considerable experience working in a law firm or other professional services environment is advantageous.
  • Pro-active with problem-solving skills, along with the ability to work autonomously
  • Well-developed communication and interpersonal skills
  • Excellent organization skills, with the ability to cope with a wide range of demands and changing priorities
  • Ability to work under pressure, as often required to meet tight and demanding deadlines
  • A team player with a strong work ethic
  • Professional and approachable  
  • Strong attention to detail
  • Demonstrates an ability to maintain a high degree of confidentiality and professional discretion
  • IT savvy with strong technical skills in MS Word, Outlook, PowerPoint and Excel

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