Team Assistant

AJ Chambers are working with a top Central London Law Firm who specialise in Media.

They have an exciting opportunity for a Team Assistant to join the Property Team.

Job Purpose

• To deliver exemplary secretarial services covering a variety of administrative and legal support duties as assigned.
• To work closely with all team members and Department EA/Senior Secretary to ensure an efficient, proactive and professional ongoing service.
• To provide a personable point of contact for all external parties, particularly the firm’s clients.

Key Tasks and Responsibilities

Secretarial duties

• Deliver general legal secretarial admin, such as file opening, billing and file closing etc
• Format legal documents
• Provide high levels of customer service on all requests and projects
• Manage and communicate with internal key stakeholders as needed
• Ensure all clients have a positive experience on point of contact and that any requests are swiftly communicated to the relevant team member
• Prioritise key tasks and advise time to achieve
• Manage and communicate on multiple requests as needed; keep people informed as to progress
• Ensure any issues arising are communicated to the relevant team member and promptly addressed
• Offer a proactive approach to problem identification and possible solution
• Provide ongoing management of team members’ diaries and Outlook calendars as directed;
• Organising various internal and external meetings
• Room bookings, refreshments as required, IT equipment etc.
• Assist with setting up meeting rooms for large meetings and events as needed, across teams
• Sort travel arrangements for the team as needed for both UK and international travel
• Manage telephone, voicemail, out of office and email messages for the team when they are not available, responding or redirecting as necessary
• Coordinate conference calls, Zoom, Teams etc. for the team, as required
• Distribute documentation internally and externally, electronically or hard copy
• Ensure all team electronic and hard copy filing is managed in a timely and efficient manner, in strict accordance with firm procedures
• Delegate large copying/printing jobs to Office Services team as needed
• Agree time to produce
• Be responsible for ensuring delivery of job
• Preparing post completion duties including Stamp Duty Return, Land Registry applications, Notice of Transfer.
• Knowledge of HM Land Registry download, search and replying requisitions
• Knowledge of the HM Land Registry portal, submitting applications on the new Digital Registration Service.
• Dictation experience
• Experience in submitting property searches for commercial and residential properties.
• Preparing payment requests for completions, invoice settlements, SDLTs etc.
• Assist with cover for Reception and other departmental PA’s during holidays or busy periods, if required