Administrative Assistant

Duration: Permanent
Location: London
Reports to: Practice Support Workflow Coordinator
Type of Role: Hybrid

Reference no: 5878

The Role

To provide support to our Practice Support Executives to deliver a first-class service focusing on process-based tasks/activities and general administrative support to our fee-earners and Practice Support Executives (PSEs).

Responsibilities

Key Areas of Responsibility:

• Routine Organisation and Planning.
• BD and Client Relationship Administration.
• Financial Administration.
• Matter Opening Administration.
• General Administration.
• The role is intended to embrace a team-working approach, collaborating with every other member of the team to ensure the overall needs of the business are met.

The role offers excellent experience, training, and genuine career development prospects.

Organisation and Planning:

• Scheduling routine diary arrangements.
• Booking meeting rooms and arranging video conference calls.
• Arrangement of routine travel arrangements.
• Obtaining and arranging foreign currency.
• Set up and maintain paper and electronic filing systems.
• Routine Email filing with supervision from the PSE.
• Interface with other business services teams and ownership of resolving any routine business operations problems.

Business Development and Client Relationship Management

• Supporting internal processes to ensure CRM databases are up to date (Interaction, Credentials database).
• Supporting administration for events, eg, preparing badges, in collaboration with the PSEs and Business Development.

Financial Administration

• Assisting with the billing process (using Flosuite as required) including completion of narratives.
• Supporting fee-earners with closing InTapp entries and assisting with narratives where required.
• Processing expenses/invoices using Chrome River.
Supporting post-completion of matters. (e.g. preparing completion statements, arranging the transfer of funds)

Matter Opening Administration

• Supporting completion of NBI forms.
• Arranging routine conflicts and AML checks.
• Ensuring all parties lists and contact lists are prepared and kept up to date.

These key areas may vary according to the practice requirements. Additional tasks may include:
General Administration

• Production of engrossed documents (including getting annexures together) (non-chargeable)
• Minor copying, scanning, and printing tasks.
• Physical preparation of files, bibles, and bundles of documents (hard copy or electronic) including pagination and indexing (non-chargeable)
• Deeds scheduling (non-chargeable).
• Archiving/retrieving files.
• Ordering stationery.
• Ordering business cards.

Personal Attributes

• Ability to follow process workflow maps.
• Flexible and adaptable approach to work.
• Reliable and calm under pressure.
• Good organisation, communication, and administrative skills.
• Good eye for detail.
• Strong time management skills.
• Willingness and enthusiasm to work with and support teams and practice groups.

Firm Profile
Across over 80 countries, Dentons helps you grow, protect, operate and finance your organization by providing uniquely global and deeply local legal solutions. Polycentric, purpose-driven and committed to inclusion, diversity, equity and sustainability, we focus on what matters most to you. www.dentons.com

Diversity & Inclusion

Essential to our success as a global law firm is our ability to attract and retain the best talent from a diverse range of backgrounds. We want a work environment where everyone can reach their potential and we have an inclusive culture which respects individual differences.

We undertake and support a number of internal and external initiatives aimed at increasing diversity within the profession and we encourage all our partners and staff to get involved. We welcome you to learn more about diversity and inclusion at Dentons.

Equal Opportunities
Dentons is committed to providing equal opportunities for all. We welcome applications from candidates with disabilities and support those in the workplace who have a disability. Any disability disclosure will be dealt with confidentially and sensitively and if you want to speak directly to a member of our team, please email recruitment.matters@dentons.com.

NO AGENCIES PLEASE
If you are interested in applying for this position, we welcome direct applications via our careers page, but if you have any questions beforehand please email recruitment.matters@dentons.com – Enquiries only please, applications will not be accepted via email.

Please note that we will not accept unsolicited CV's sent to the business, nor will we accept any associated terms of business.