Team Assistant

TEAM ASSISTANT
LONDON - EXCHANGE HOUSE/SQUARE

The legal support team provides the practical support our lawyers need so they can deliver the best possible service to our clients. The role of our legal support team is critical in assisting our people to perform at the highest level. The team provides high-quality support to partners and throughout our practice areas. This ranges from providing administrative support and diary management to producing a wide range of complex documents. Our legal support team also plays a client-facing role as secretaries are typically in regular contact with our clients on behalf of lawyers.

Primary Responsibilities: 

• To provide support to the relevant PA team and fee earning colleagues by assisting them in the following areas:
• Deliver high quality, accurate work whilst managing and responding to changing and competing priorities
• Meet required deadlines and negotiate alternate timeframes when necessary utilising other in-house services as appropriate (e.g. Reprographics, Document Production and General Office)
• Implement effective telephone call management and other communication work practices.  Ensure callers and other parties receive a consistent, high quality service and their expectations are managed
• Print, photocopy and scan relevant documents as and when required.  This includes assisting with the preparation of Court/Counsel bundles, Deeds and fee earner working papers
• File relevant documents in electronic or hard copy files as and when required 
• Assist with fee earner expense claims, cheque requisitions and other banking related admin in a timely manner
• Manage own email including timely response, filing of emails (including hard copy filing where necessary)
• Manage the entry of timesheets for partners (where relevant) promptly with accurate use of phase and task codes (if required) 
• Assist with the billing administration process which may include the creation of pre-bills, editing of bills and narratives, producing bill cover letters, ebilling set-up/submission and posting onto the system as per firm policy and process
• Assist with making client/matter changes such as adding/amending client addresses, third party payers and making changes to agreed rates at the final billing stage
• Support the team with meeting the required WIP, billing and debtor's day's targets by generating client matter reports and rectifying errors and omissions when required
• Assist with the new business intake administration process which may include, conflict checks, file opening forms, anti-money laundering/agreed rates forms and preparing engagement letters including checking for retainers
• Assist with quick turnaround document work that cannot be sent to DP
• Assist with the organisation of event/meeting logistics such as booking conference rooms, arranging refreshments, equipment, arranging dial-in details and VC set-up and making restaurant reservations for client lunches/dinners.
• Assist with point to point travel bookings which may include single/return train/flight tickets, hotel and taxi bookings
• Assist with updating client information and relevant databases, following PA or lawyer instructions (eg, InterAction)
• Prepare files for archiving and manage return/retrieval of files following firm guidelines
• Provide ad hoc support to the group or division such as assisting with incoming mail, answering the telephones, booking couriers, organising repro/DP submissions, assisting with room moves and any other general administrative duties
• Adhere to firm, office and practice group policies and procedures, including those that are formal, informal, documented or verbal
• Take all necessary steps to ensure you are aware of correct procedures. Maintaining inquisitive, collaborative and vigilant work habits, keeping abreast of changes and developing more efficient work processes. Demonstrate this in your interactions with others
• Demonstrate enthusiasm and proactivity in the workplace, including participating in and contributing to secretarial group meetings, firm initiatives, focus groups, pilot groups, team building activities, learning and development sessions and other relevant activities
• Take responsibility for your own learning, undertake recommended training, keep up to date and comply with firm policies, adopt new or improved firm and practice group recommended work practices, and share information with others about better ways of working

Qualifications

• Candidates must have at least 18 months experience in an administrative role
• Typing speed minimum of 45 wpm with 98% accuracy
• Good knowledge of the Microsoft suite (Outlook, Word, Excel and PowerPoint)
• Good written and verbal communication skills
• A demonstrated ability to build effective and trusting relationships with people internally and external to the firm
• Good organisational and time management skills with the ability to think ahead
• Ability to multi-task and prioritise competing demands from multiple stakeholders
• Ability to respond to changing circumstances and work to meet deadlines
• Good attention to detail 
• Good proof-reading skills
• Good problem-solving ability
• Strong teamwork skills 
• Demonstrates proactivity and ability to act on own initiative

Diversity & Inclusion

At Herbert Smith Freehills you will be part of a diverse, innovative culture where high performance, client focus and highly engaged people are our differentiator. People at our firm come from a range of backgrounds and bring a wide variety of experiences and perspectives to their work with us. We strive to ensure that our inclusive environment means you feel valued and able to perform at your best by being your authentic self at work. We know that our future success not only depends on being innovative and progressive in the changing legal market but, most importantly, on our people feeling highly engaged in meaningful work.

We understand that you have commitments and personal interests outside of work and we strive to create a working environment based on mutual trust and respect, in which you can perform at your best whilst maintaining sustainable balance across your life.