Costigan King
Business Support Assistant
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Your Role
Your role is to provide practical administrative and operational support to the Practice Director, Partners and wider team, helping with the smooth day-to-day running of the office. You will also provide support with the firm’s marketing and business development activities, as required. Experience within the legal industry is desirable but not essential.
Operations
- Supporting the Practice Director to ensure key dates, deadlines and administrative requirements are met
- Preparing, compiling, filing, scanning and organising documents and correspondence
- Providing general administrative support to the Practice Director, Partners and wider team as required
- Handling incoming and outgoing post, including preparing items for dispatch and arranging or making deliveries and collections as required
- Managing file storage and archiving, ensuring compliance procedures for legal documentation are followed
- Diary management, including booking appointments and meetings, coordinating events, managing memberships and assisting with other arrangements requested by the Practice Director or Partners
- Assisting with the organisation of staff events and office activities
- Liaising with outsourced IT suppliers to assist with the resolution of day-to-day IT issues
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Marketing and Business Development Support
- Assisting the Practice Director and fee-earners with the preparation and administration of Chambers and Legal 500 submissions
- Assisting with updates to the firm’s LinkedIn account and, where requested, partners’ accounts
- Providing administrative support in liaising with outsourced marketing suppliers
- Assisting with the organisation and administration of client events
- Assisting with routine updates and administration of the firm’s website
- Assisting with routine updates and administration of the firm’s intranet
- Coordinating with partners and fee-earners regarding marketing contributions, including articles, legal updates and podcasts
- Assisting with the preparation and circulation of client literature and legal updates
- Assisting with the organisation of client gifts
- Providing administrative support for marketing and business development activities involving our US offices
Compliance including Client Due Diligence
- Assist the Practice Director with administrative aspects of the firm’s compliance requirements
- Assist the Practice Director with client onboarding, conflict checks, including CDD procedures and checks
- Carry out electronic ID checks and maintain the relevant records
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Human Resources
- Preparing workspaces, facilities and administrative arrangements for new staff and induction days
- Supporting the Practice Director and Partners with routine HR administration and health and safety requirements
Facilities
- Monitoring and re-ordering office supplies, including stationery, refreshments and cleaning products
- Helping to maintain a tidy, clean and professional office environment, including the kitchen, meeting room and other shared areas, and ensuring meeting spaces are presentable and ready for use
- Preparing meeting rooms before meetings and resetting them afterwards, including refreshments and basic room presentation
- Identifying office service requirements, obtaining quotations from suppliers and assisting the Practice Director with appointing service providers
- Supporting the effective use of office resources and suggesting practical improvements to administrative processes
Other Duties
- Undertaking other reasonable administrative and office support duties as required from time to time to assist the Practice Director and Partners
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