Research Services Administrator

Weil, Gotshal & Manges is a leading international law firm which acts for many of the most successful companies and institutions in the world in their high-stake matters and transactions. The firm has approximately 1,100 lawyers in 20 cities throughout the US, Europe, Asia and the Middle East.

The London office was established in 1996 and has grown to become the second largest of the firm’s worldwide offices, with over 95% of lawyers in London being English-qualified and around 80% of our work home grown. Weil’s strategy is focused on long-term investment in recruiting and retaining exceptional talent at all levels. Our people celebrate diversity and inclusion, and our award-winning pro-bono programme is deeply ingrained in the firm’s culture.

An opportunity has arisen to join us as part of the Research Services Team, on a fixed term contractual basis to cover a period of maternity leave. The Team provides a comprehensive Research and Information Service to fee-earners within the London office of Weil.

Key Duties and Responsibilities

• General Administrative Support

  • Administrative duties such as opening post, maintaining records, filing, shelving, stock-taking and booking meeting rooms

  • Updating looseleaf titles

  • Maintaining Satellite Libraries – shelving, book trawls, circulation

• Movement

  • Keeping up to date with new joiners, secondees, returners from maternity/paternity leave etc

  • Managing resources, books and journals for new joiners, secondees and returners from maternity/paternity

• Database Maintenance

  • Supporting and maintaining the library management system (Sydney Enterprise) – keeping records accurate and standardised, creating new records, archiving old subscription records, managing routing slips

  • Troubleshooting user problems with resource logins and access

  • Supporting the password management system (Onelog) - creating new resources, entering user details, troubleshooting issues and running reports

• Acquisitions

  • Ordering, cataloguing and recording new acquisitions

  • Troubleshooting and resolving vendor/publisher problems

  • Checking-in and circulating journals and chasing missing issues from vendors as required

  • Assist in renewing journals and resources

  • Collate and process invoices using Chrome River

  • Help out with managing the books and journal budget

• Research & Current Awareness

  • Answering basic enquiries from across the firm – e.g. Companies House searches

  • Fulfilling book and article requests

• Miscellaneous

  • Undertaking discrete information or resource related projects as required

  • Upload content to the Internal Screens

Skills and Qualifications required

• Undergraduate degree or equivalent qualification

• Experience of office practices and administrative processes

• Good planning, organisational and time management skills

• Strong literacy and numeracy skills

• Excellent attention to detail and accuracy

• Good grammar and spelling

• Excellent verbal, listening and written communication skills, with the ability to communicate with individuals at all levels

• Confident in using Microsoft Word, Outlook, Excel (2010)

• Friendly and enthusiastic with a flexible and proactive approach

• Self-motivated, with the ability to multi-task

• Willingness to learn, grow and develop

• Able to work in a team environment

• Contributory Pension Scheme
• Life Assurance (4x annual salary)
• Income Protection Scheme
• Private Medical Insurance
• GP Service
• 25 days holiday
• Annual Well Being Allowance
• STL
• Discretionary Bonus Scheme