King & Spalding
Team Assistant
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King & Spalding is a leading global law firm with a commitment to excellence, innovation, and the seamless delivery of legal services. We harness innovative technology and exceptional talent to meet the complex needs of our clients in a fast-paced and dynamic legal landscape.
Job Description: Team Assistant
Location: London
Reports to: LPA Manager
Work hours: Monday to Friday, 09:30 to 17:30
This position is non-exempt. Due to the nature of the work associated with this position, it may require additional working hours beyond the standard working week.
King & Spalding is seeking a Team Assistant to provide practical, reliable and high-quality administrative support in our London office. This is an entry-level or developing business support role designed to assist the Legal Practice Assistants and wider legal teams with routine administrative, organisational and office support tasks, while building the skills, confidence and experience needed to develop into broader legal practice support over time.
The successful candidate will be organised, enthusiastic, helpful and willing to learn, with good attention to detail and a positive approach to supporting others. The role will focus primarily on assisting LPAs with day-to-day administrative work, helping the team deliver a smooth and responsive service to lawyers and clients. As the candidate develops, they may be given opportunities to take on more advanced tasks under guidance and supervision.
KEY RESPONSIBILITIES:
- Provide day-to-day administrative and organisational support to Legal Practice Assistants, lawyers and wider office teams, helping ensure routine tasks are completed accurately, promptly and professionally.
- Assist LPAs with filing, photocopying, scanning, printing, compiling, saving, naming and distributing documents and materials.
- Respond to routine requests in person, by telephone and by email as promptly as possible, escalating queries or unfamiliar matters to LPAs or other colleagues where appropriate.
- Support LPAs with diary administration, meeting arrangements, room bookings, video conference links, catering, event materials and other meeting logistics.
- Assist with coordination of internal meetings, visitor arrangements, office events, sponsored events, pro bono events and other local office activities where required.
- Help coordinate administrative support from other teams, including office services, IT, records, finance, billing, document production, reception and other relevant business services teams.
- Prepare, amend, format and proofread routine correspondence, presentations, reports, meeting materials and other documents using firm templates and house style, with guidance as needed.
- Develop core document production skills, including Microsoft Word formatting, track changes, PDF conversion, document comparison, numbering, tables and other routine formatting tools.
- Assist LPAs with matter administration tasks, including opening files, maintaining matter records, archiving, updating trackers, saving correspondence and supporting good file hygiene in line with firm procedures.
- Assist with basic billing, expense and finance administration, including time-entry reminders, expense submissions, invoice processing, draft bill support and liaison with finance teams as required.
- Support administrative tasks relating to travel arrangements, itineraries, meeting packs, call sheets, contact lists, biographies, credentials materials and business development materials.
- Maintain contacts, distribution lists, office calendars, shared resources and other team administration tools where required.
- Attend relevant firm meetings, training sessions and IT workshops to build knowledge of firm systems, processes and expectations.
- Work closely with LPAs to understand lawyer preferences, team priorities, local office processes and firm systems, building confidence and capability over time.
- Take on appropriate development opportunities under guidance, including more advanced lawyer support, diary assistance, travel coordination, expenses, matter opening, PowerPoint support, contact management, archiving and other LPA-related tasks as skills develop.
- Provide practical cover and support to LPAs, Team Assistants and other business support colleagues during busy periods, absences or changing business needs.
- Manage assigned tasks carefully, ask for guidance where needed, prioritise work sensibly and escalate capacity issues, conflicting deadlines or unfamiliar requests promptly.
- Use relevant firm systems accurately and responsibly, with training and support as required.
- Follow firm policies and procedures relating to confidentiality, data protection, information security, file management, billing, client service and matter compliance.
- Handle confidential, commercially sensitive, legally privileged, personnel and business information with care, discretion and professionalism.
- Perform other related administrative, office coordination and team support tasks as required and assigned.
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QUALIFICATIONS:
- Previous experience in an administrative, office support, client service or professional services role would be advantageous, but this may also suit someone at an early stage of their career who is looking to develop in a law firm environment.
- Previous legal administrative support experience is advantageous but not essential, depending on the office and local requirements.
- Interest in developing legal administrative skills, including document production, filing, diary support, meeting coordination, expenses, matter administration, billing support, travel arrangements and business development support.
- Good Microsoft Office skills, particularly Word, Outlook, Excel and PowerPoint, with a willingness to develop stronger technical and document formatting capability.
- Comfortable learning and using firm systems, including document management, expenses, billing, time recording, practice management, workflow and client relationship systems.
- Good interpersonal, written and verbal communication skills, with the ability to build positive working relationships with LPAs, lawyers, colleagues and business services teams.
- Developing organisational and time management skills, with the ability to follow instructions carefully, manage routine tasks and balance competing requests.
- Good attention to detail and accuracy, with pride in producing clear, consistent and professionally presented work.
- Enthusiastic, courteous, well-organised, personable and willing to work as part of a team.
- Proactive, adaptable and flexible, with a willingness to take ownership of tasks, ask sensible questions, learn from feedback and improve over time.
- Able to work both independently and collaboratively in a busy environment, while remaining focused and reliable.
- Discreet and professional when handling confidential, sensitive or privileged information.
- Experience using Microsoft Office is required. Experience using document management, expenses, billing, time recording, practice management, workflow or client relationship systems is advantageous, although training will be provided as needed.
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Applicants must have the right to work in the UK. Strong administrative ability, enthusiasm, willingness to learn and potential to develop into broader LPA support are important for success in this role.
OTHER:
This role is based in the London office and is subject to the applicable London office working pattern and employment terms.
The statements contained in this job description are not necessarily all-inclusive; additional duties may be assigned, and requirements may vary from time to time. The role is intended to provide developing administrative and team support, with opportunities to build capability in legal practice support as business needs and individual development allow.
King & Spalding LLP (K&S) is committed to providing equal employment opportunity to all applicants and employees in full compliance with all local laws prohibiting discrimination, including on the basis of race, religion and belief, sex, sexual orientation, gender identity, national origin, age, disability, marital status, pregnancy status or any other status protected by applicable law.
We are proud of our remarkably cohesive culture, which now encompasses more than 2,500 lawyers and business professionals worldwide. We seek to attract and develop the very best talent to work with us.
The Firm offers a generous total compensation package with annual bonus in recognition of individual merit-based performance. Eligible employees may participate in King & Spalding’s comprehensive benefit program, including private medical insurance with Bupa, life assurance (4x salary), critical illness insurance (2x salary) and income protection insurance, 7% firm pension contribution, gym membership/wellness allowance contribution, Employee Assistance Programme, season ticket loan, cycle to work scheme and 25 days annual holiday.
King & Spalding LLP (K&S) is committed to providing equal employment opportunity to all applicants and employees in full compliance with all local laws prohibiting discrimination, including on the basis of race, religion and belief, sex, sexual orientation, gender identity, national origin, age, disability, marital status, pregnancy status or any other status protected by applicable law.
We are proud of our remarkably cohesive culture, which now encompasses more than 2,500 lawyers and business professionals worldwide. We seek to attract and develop the very best talent to work with us.
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