Legal Team Assistant

Job Description

Owen Reed is looking to recruit a forward-thinking and goal-oriented Legal Team Assistant to join a top law firm near Blackfriars.The Legal Team Assistant will provide diverse administrative and organizational support to the direct and in-direct assigned principal(s) and team. The Assistant will also prepare documents and correspondence. Additional responsibilities include externalclient contact and direct or indirect responsibility for preparing monthly billing and a wide variety of other routine administrative tasks for the principal(s).This role will support the directly assigned partners and in-direct assigned principal(s), ensuring the practical completion of tasks submitted to the Local Hub. The Legal Team Assistant will work closely with the Legal Team Coordinator, Legal Team Assistantsand Legal Team Administrative Assistants to complete tasks for the practice groups.Essential job functions- Answer phones, transfer calls, take messages, establish conference calls and use voice mail- Handle written and electronic correspondence, including editing, adjusting language or terminology and correcting grammar where appropriate to improve work product.- Investigates and respond to client requests, including organising and sending materials to clients- Prepare client bills and associated cover letters- Prepare new matter reports and update the list of client/matter codes- Maintains and processes client billing for principals, directly or indirectly.- Liaise with clients, investigating and responding to requests where appropriate- Manage lawyers Outlook calendars- Maintain lawyers time entries in Carpe Diem- Monitor professional development requirements for principals- Create and update comprehensive contact information using company CRM best practices- Make travel arrangements and complete travel and expense reports in Concur- Manage work flow and coordinate projects with office services- Schedule meetings, reserve rooms, coordinate video or audio equipment, and order food- Use MS Office in preparation of documents, spreadsheets and presentations- Maintain document filing to firm standards, including Kwiktag- Utilise the iManage document management system for all documents- Review and process administrative and personal charges via BillBack- Delegates appropriate admin tasks to the Legal Team Administration Assistants, such as time recording, expenses, etc.- Performs all other duties as necessary and as assigned by your allocated principal, Legal Team Coordinator or line manager for the efficient functioning of the Department, Office and Firm.- Maintain up-to-date handover notes to ensure consistent quality of service in case of absenceInteractionsThe Legal Team Assistant will regularly interact with Firm Lawyers, paralegals and staff to facilitate all administrative workflow. The Legal Team Assistant will also interact, from time to time, with clients, counsel and court personnel. The Legal Team Assistantwill regularly work with other departments such as Administration, Finance, Hospitality, Reception, 24/7, Facilities and Office Services, and members of all regional offices.Knowledge, Skills and Abilities- Secondary level education required; university studies preferred- Previous legal secretarial experience in a law firm- [English fluency at a native or bilingual level]- Typing 65wpm and proficiency in MS Office (Word, Excel, PowerPoint, Outlook)- Excellent interpersonal and organisational skills- High attention to detail and ability to multi-task- Ability to prioritise and coordinate work- Ability to maintain confidential information- Ability to complete assignments within agreed deadlines by prioritising workload- Ability to maintain confidential information- Ability and willingness to learn new skills as they become necessary- Demonstrates confidence in the approach, including proactively completing tasks that may be outside the general scope of duties or requests submitted to Hub.- Demonstrates initiative and strong client focus, taking responsibility for tasks and issues and proactively taking ownership to ensure a successful conclusion.- Team player, able to work well with others to achieve departmentally or task-specific goals.- Practice and foster an atmosphere of teamwork and cooperationThis job description is intended to provide an overview of the role and is not an exhaustive list of tasks and responsibilities.

Keyskills :
Document ManagementLegalSecretarialSecretarial SkillsLegal Service