Fox Williams offers a unique opportunity to advance your career in a personable, progressive and entrepreneurial environment. Our people and culture are important to us and central to everything we do. We continually strive to create and maintain a friendly and supportive environment for our staff. You will quickly get to know everyone from the Senior Partner to the most junior staff. Whilst we are recognised for our strong culture and investing in our people, we are equally well known for our high profile matters, quality of our work and solving our clients’ most complex legal issues. |
The Legal Assistant will act as workflow manager for the Real Estate Team providing support on preparing documents, including real estate specific documents such as contracts and leases. The work will include coordinating other support services including delegating and supervising the completion of document production, file management and copying/scanning work performed by the Admin team. The Legal Assistant will take an active interest in and obtain a thorough understanding of all aspects of client requirements to provide exceptional service levels to both the lawyers and clients. |
Administrative
- Manage diaries on a daily basis
- Arrange meetings, book conference rooms, refreshments, and liaise with other attendees, both internal and external
- Arrange for travel bookings and related details to be made through the support teams
- Arrange for the completion of photocopying, printing, organising couriers, send out of letters, faxes etc.
- Arrange for files to be opened and closed, supervise general filing requirements and record keeping
- Support lawyers in marketing activities including involvement in preparation of pitches and presentations
Communication
- Take internal and external telephone queries
- Monitor post and/or emails and dealing with as appropriate
- Liaise with administrative support departments on behalf of lawyers as required
Client relationship management
- Become an active part in the care of clients and gain greater understanding of contacts/clients
- Enter, maintain and update client details and relevant information on the firm’s contacts system
- Deal with basic client queries and general administration
- Arrange client meetings
Financial
- Proactively assist lawyers in ensuring their time is recorded properly and entered onto the system on a daily basis
- Proactively assist lawyers in the billing and credit control process by liaising with the lawyer and accounts and to produce standard financial/time reports through the system using all resources available at present.
- Request cheques, bank transfers and paying money received, as appropriate
Document production
- Check correspondence, attachments, documents, reports, presentations, faxes etc. produced by
- the Administrative Assistant team before they are passed to the relevant lawyer and undertake
- basic/minor amendments were appropriate.
- Ordering of searches from Search Provider, completing Land Registry forms, preparing
- completion statements and financial statements, draft bills, narratives and processing billing.
- Assisting with the preparation of monthly reports and monthly billing schedules.
- Type urgent/short/confidential correspondence and emails
- Assist with partner diary management and booking meetings.
- Produce and maintain Excel spreadsheets as required, or Powerpoint presentations.
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- A good understanding of the Real Estate sector
- 3 - 4 years' worth of secretarial experience
- Excellent communication, organisational and team skills
- Advanced knowledge of Microsoft Word, Outlook, Excel, PowerPoint, research tools and other systems implemented by the firm to be able to utilise their time as efficiently as possible
- Able to work to tight deadlines
- Accurate typing speed of at least 60 words per minute
- Excellent telephone manner and competent knowledge of telephone system
- Excellent attention to detail
- Flexible and dependable, able to take the initiative
- Conscientious, approachable and enthusiastic
- Trustworthy, discrete and able to handle sensitive situations respecting confidentiality
- Good team player, one able to understand and live the core values of the firm
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