Provides administrative, financial, file management, document production, client liaison, compliance, and case management support across corporate and commercial legal teams. Responsibilities include opening and closing files, processing conflict searches, maintaining records, preparing reports, managing data rooms, coordinating bookings and couriers, recording time, and assisting with bills and expenses. The role requires strong Microsoft Office skills, organization, communication, attention to detail, and adaptability.
About the role
As an Executive Assistant you will provide administrative, financial and file management support for corporate and commercial services division. This role will work across multiple client teams. We trust our people to work flexibly in the way that works best for them, their teams and our clients. Our firm is set up to ensure everyone’s voice is heard, and mutual respect is shown by all.
Key Responsibilities
- Liaising with admin and other staff at key client(s), being a first port of call for queries and resolving these or referring on as appropriate.
- Ensuring current knowledge and adherence to client specific protocols and processes.
- File opening and closing liaising with lawyers for required information; processing within the case management and finance systems for file opening and closing; generation of client care documentation and recording of other compliance information on file opening.
- Production and circulation of regular update reports for client.
- Conflict searches: Processing and triaging conflict searches on new files for lawyer review.
- Creating and uploading information to client data rooms.
- Updating and maintaining files, ensuring post and documents are copied, scanned and printed as appropriate and are named and filed correctly in our case management system.
- Document production: audio typing and general document production (Word, Excel, PowerPoint).
- Entering data into the key dates system.
- Time recording if required for self or as a lawyer’s delegate.
- Processing room and taxi bookings as required, organising hand deliveries and courier requests.
- Assisting with the processing of bills and expense claims as required.
- Completing cheque requests, money in and money out requests.
- Proactively offer assistance wherever possible.
- Ensure compliance with firm wide/department policies and procedures including ensuring internal client data accuracy.
Your skills and qualifications
- Relevant office-based administration experience.
- Good experience of document management/case management systems and a willingness to learn new systems when applicable.
- Good knowledge of Microsoft Office.
- To be an effective communicator with the ability to liaise with internal and external clients in a professional manner; striving to provide exceptional service at all times.
- An effective team player.
- Good organisational skills and ability to manage own time effectively within a fast-paced environment, meet deadlines and remain calm under pressure.
- Conscientious, taking personal responsibility for own work and accountability for its delivery and quality.
- Positive can-do attitude with the ability to learn new systems and processes and adapt to change.
- Excellent attention to detail.
- Customer service focused.
- Proactive, professional and flexible approach to work.
Become part of the team at Freeths.
View some of our recent highlights on our website here.
Do we sound like a match? If you’re someone who cares deeply, communicates openly and collaborates effectively, then we’d love to have you join our diverse, inclusive team.
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