The role requires a high degree of organisation, accuracy, and discretion, as well as the ability to manage competing priorities and meet deadlines in a busy professional services environment.

Key Responsibilities:

Client Interaction

• Provide excellent service to clients in a timely and professional manner, always presenting a positive image of the Firm.
• Provide effective administrative support through diary management, booking appointments, client liaison, responding to emails, dealing with post, photocopying, and preparing correspondence.

Notarial Matters

• Assist in the preparation and checking of documents for notarisation, legalisation, and/or translation, under the direction of the supervising notary.
• Maintain and track files throughout the matter lifecycle, ensuring that documents and information are complete, accurate, and readily accessible.
• Prepare AML documentation and obtain relevant documentation from clients in a timely manner, in accordance with the Firm’s procedures.
• Check all files are accurate and completed within the agreed deadlines.

File Management

• Ensure all client and matter information is entered accurately and promptly in the CRM system.
• Maintain accurate records of all notarised documents and files in the CRM system.
• Ensure data is retained and handled in accordance with the Firm’s policies and applicable data protection requirements.

Financial Management

• Understand and follow the Firm’s billing procedures and client-specific billing arrangements.
• Support notaries with billing on a daily or weekly basis.

Practice Management

• Comply with the Firm’s Policies and Procedures and adhere to professional standards.

Experience Required:

Essential

• Fluent written and spoken Italian and English, at native or near-native level.
• At least two years' experience in a secretarial, administrative, or similar professional services role.
• Confident and proficient user of Microsoft Office, particularly Outlook, Word, and Excel.
• Good general IT literacy, with the ability to learn and use new systems quickly.
• Experience of working with databases, CRM systems, or document management systems.
• The right to work in the UK.

Desirable

• Practical experience of using Microsoft Dynamics 365.

Key Skills and Personal Attributes:

• Comfortable working in a fast-paced, deadline-driven environment, remaining calm and organised while effectively managing competing priorities and meeting deadlines.
• A high degree of confidentiality, discretion, and professionalism when handling sensitive client and commercial information.
• Excellent organisational and time-management skills, with exceptional attention to detail and a meticulous approach to document handling, data entry, and file management.
• Excellent interpersonal skills, with the ability to build effective working relationships with clients and colleagues.
• Strong written and verbal communication skills in both Italian and English.
• Receptive to feedback, with a proactive approach to continuous learning and development.
• Able to work both independently and collaboratively, demonstrating initiative and accountability.
• An understanding of the importance of excellent client service and commercial considerations within a professional services environment.