AJ Chambers ®
Family Legal EA
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AJ Chambers have an exciting role within a top London Law firm for a Legal EA within the Family Team
Role Purpose
To provide exceptional Executive Assistant and legal administrative support to the Family Law Department, ensuring the efficient day-to-day operation of the team and enabling fee earners to deliver outstanding client service.
To support the management of sensitive and often urgent family law matters by delivering proactive, organised and confidential administrative assistance.
To contribute to the continuous improvement of departmental processes, workflows and best practices, ensuring compliance with firm policies and legal procedures.
To work collaboratively with Partners, solicitors, legal assistants, secretaries and business support teams to deliver a professional, responsive and client-focused service.
To support the department's financial performance through efficient billing administration, proactive management of Work in Progress (WIP), aged debt and matter-related financial processes.
Key Tasks and Responsibilities
Departmental Executive Assistant Support
- Provide proactive Executive Assistant support to the Partners and wider Family Law Department, ensuring legal and administrative requirements are delivered accurately, efficiently and within required timescales.
- Prepare, open, maintain and close client files in accordance with firm procedures.
- Produce, format and amend legal documents, court forms, correspondence, agreements, bundles and reports to the firm's standards.
- Ensure court deadlines, client commitments and key dates are effectively monitored and communicated.
- Support the preparation and submission of documents for court proceedings where required.
- Act as a mentor and point of guidance for Secretaries and Senior Secretaries, supporting consistency and best practice across the department.
- Provide support, coaching and guidance where improvements in performance or processes are identified.
- Deliver an exceptional client experience through professional, responsive and confidential communication.
- Act as a key point of contact for clients, counsel, courts and external professionals.
- Ensure enquiries are handled promptly, sensitively and directed appropriately.
- Identify potential issues early, escalating where necessary and supporting effective solutions.
- Maintain the highest standards of confidentiality when dealing with sensitive family law matters.
- Manage competing priorities and provide regular updates on workload and progress.
- Coordinate multiple requests, ensuring stakeholders are kept informed of progress and deadlines.
- Prioritise urgent court-related and client matters appropriately.
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Department Coordination
- Organise monthly departmental meetings.
- Prepare agendas for approval by the Head of Department.
- Attend meetings, record minutes where required and circulate promptly.
- Monitor and follow up agreed actions.
- Arrange guest speakers, training sessions and departmental presentations where appropriate.
- Manage and maintain the department's iManage workspace and knowledge resources.
- Maintain precedents, guidance notes and training materials.
- Keep departmental contact lists current, including clients, counsel, experts and professional contacts.
- Ensure electronic folders remain organised and accessible.
Executive Assistant Services
- Provide comprehensive diary management for Partners and fee earners.
- Coordinate appointments, client meetings, mediations, court hearings and conferences.
- Manage Outlook calendars and resolve scheduling conflicts.
- Arrange travel and accommodation for UK and international business travel where required.
- Manage telephone calls, voicemail, inboxes and out-of-office communications, responding or redirecting enquiries appropriately.
- Coordinate internal and external meetings.
- Arrange meeting rooms, video conferencing facilities, refreshments and IT requirements.
- Assist with larger departmental meetings, seminars and client events.
- Coordinate webinars, training sessions and external legal events.
- Manage departmental subscriptions and memberships.
- Arrange conference calls and virtual meetings using Teams, Zoom or other approved platforms.
- Distribute legal documentation securely, electronically or in hard copy, ensuring compliance with confidentiality requirements.
Document and File Management
- Ensure electronic and paper files are maintained accurately and in accordance with firm procedures, regulatory requirements and document retention policies.
- Support and guide Secretaries and Senior Secretaries in maintaining consistent filing standards.
- Coordinate large printing, copying and bundling requests with Office Services, ensuring deadlines are achieved.
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Business Support and Operational Management
- Promote consistent adherence to firm policies, procedures and departmental processes.
- Coordinate departmental projects and administrative initiatives, including:
- New joiner onboarding in conjunction with HR.
- Scheduling one-to-one meetings and departmental reviews.
- Coordinating Continuing Competence/CPD requirements.
- Monitoring attendance at internal training sessions.
- Supporting departmental compliance activities.
- Work closely with Finance and Credit Control to support the effective management of Work in Progress (WIP), billing and aged debt.
- Prepare draft bills for review by fee earners.
- Monitor outstanding WIP and billing deadlines.
- Support Partners in achieving departmental financial targets.
- Promote compliance with billing processes across the support team.
- Act as a key liaison for departmental IT issues.
- Coordinate with IT Support and the Software Training & Applications team.
- Communicate system updates and process changes to the department.
- Support colleagues in implementing new systems and technology.
Legal Matter Support
- Assist fee earners with the preparation of court bundles, hearing files, trial bundles, counsel's papers, client documentation and disclosure where capacity allows.
- Support the preparation of mediation and arbitration documentation where required.
- Maintain accurate records of chargeable and non-chargeable administrative work in accordance with firm policy.
Resource Planning
- Work closely with the PA Coordinator to ensure appropriate Executive Assistant and Secretarial support across the Family Law Department.
- Identify and communicate holiday and absence cover requirements.
- Support recruitment, onboarding and induction of new support staff where required.
- Contribute to succession planning and continuous improvement of departmental support services.
This role will offer hybrid working, salary up to £50,000
For further information please contact Ella Britton
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