Baker McKenzie
Practice Assistant (9 month fixed term contract)
Belfast
Posted about 20 hours ago
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Role purpose
To provide efficient and effective administrative services to Associates, Trainees, and others as part of the secretarial services team.
Main responsibilities
- Navigates Service Now portal with confidence
- Proactively builds and coordinates relationships with E2E services, other BM secretaries, and teams.
- Utilizes and reviews materials from Service Centers to ensure efficiency and accuracy
- Document production for urgent jobs which are not suitable to be done by Administrative Business Services
- Serves as a role model and leader/supports junior members acting as buddy/mentor
- Document/email management/filing (via iManage)
- Printing/scanning, preparing courier packages
- May support on client intake (including engagement letters) and billing
- Travel arrangements through firm travel agency
- Call handling
- May support on inbox and diary management
- Manage logistics for external meetings
- Supports client activities and is in direct contact with clients and their assistants
- Identifies and suggests improvements to the way we work
- Undertakes specific practice group tasks and requirements to build practice group
- May liaise with courts and ensure accurate development of court documentation/bundles
- Updating contacts in Outlook
- Confident use of AI ensuring smooth efficient office processes
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Skills and experience
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- Real Estate experience would be an advantage
- Experience and confidence in using AI programs for drafting and admin support
- Ability to manage customer expectations and meet and exceed Service Level Agreements
- Proficient at prioritization including providing estimate time for completion of tasks and negotiating additional time where necessary
- Experience with quality management systems and peer review
- Strong experience working in team environment
- Has advanced and specialized expertise, typically developed through a combination of job-related training and considerable work experience
- 'Can do' attitude, demonstrates proactivity, and takes the initiative
- Strong technical capabilities across MS Office Suite (e.g., Word, Excel, Outlook, Access, PowerPoint, Teams)
- Interested in career development and advancing both soft, tech, and administrative capabilities
- Ability to embrace change and challenges
- Ability to focus on the delivery of high-quality services
- Strong communication skills, both written and verbal
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Skills
Administrative Services
Document Production
iManage
Client Intake
Billing Support
Travel Arrangements
Diary Management
Logistics Management
Court Documentation
AI Program Usage
Customer Expectation Management
Service Level Agreements
Quality Management Systems
Microsoft Office Suite
Communication Skills
Prioritization