Administrative Assistant

Department: Banking

Location: London

Duration: Permanent

Reports to: Practice Support Workflow Co-ordinator

Reference no.: 9447

The Role

To provide support to our Practice Support Executives to deliver a high-quality service focusing on process-based tasks/activities and general administrative support to our fee-earners and Practice Support Executives (PSEs).

Responsibilities

Key Areas of Responsibility:

• Routine Organisation and Planning.
• BD and Client Relationship Administration.
• Financial Administration.
• Matter Opening Administration.
• General Administration.

The role is intended to embrace a team-working approach, collaborating with every other member of the team to ensure the overall needs of the business are met.

The role offers valuable experience, training and genuine career development prospects.

Organisation and Planning

• Scheduling routine diary arrangements.
• Booking meeting rooms and arranging video conference calls.
• Arrangement of routine travel arrangements.
• Obtaining and arranging foreign currency.
• Set up and maintain paper and electronic filing systems.
• Routine Email filing with supervision from the PSE.
• Interface with other business services teams and ownership of resolving any routine business operations problems.

Business Development and Client Relationship Management:

• Supporting internal processes to ensure CRM databases up to date (Interaction, Credentials database).
• Supporting administration for events, eg, preparing badges, in collaboration with the PSEs and Business Development.

Financial Administration:

• Assisting with billing process (using 3E as required) including completion of narratives.
• Supporting fee-earners with closing InTapp entries and assisting with narratives where required.
• Processing expenses/invoices using Emburse.
• Supporting post completion of matters (e.g. preparing completion statements, arranging transfer of funds).
• Matter Opening Administration:
• Supporting completion of NBI forms
• Arranging routine conflicts and AML checks.
• Ensuring all parties lists and contact lists are prepared and kept up to date.
• These key areas may vary according to the practice requirements.

Additional tasks may include:

General Administration:

• Production of engrossed documents (including getting annexures together) (non-chargeable).
• Minor copying, scanning, printing tasks.
• Physical preparation of files, bibles, bundles of documents (hard copy or electronic) including pagination and indexing (non-chargeable).
• Deeds scheduling (non-chargeable).
• Archiving/retrieving files.
• Ordering stationery.
• Ordering business cards.
• Personal attributes

• Ability to follow process workflow maps.
• Versatile and resourceful work style.
• Composed and effective in high-stress scenarios.
• Good organisation, communication and administrative skills.
• Good eye for detail.
• Well-developed time management skills.
• Willingness and motivation to work with and support teams and practice group.