Legal Administrator

Working side by side with fee earners to carry out and assist with all their non-fee earning administrative tasks and supporting them to efficiently deliver their legal fee earning work. We need someone who is highly organised with solid administrative skills and a willingness to adapt and be flexible. As an integral member of the central support team, the individual will also contribute towards the smooth operation of the office.

• Providing comprehensive administrative and secretarial support to fee earners, including managing emails, messages, diaries, appointments, and meeting coordination.

• Arranging all practical aspects of client meetings and conference calls, including booking meeting rooms, issuing calendar invites, preparing rooms, and welcoming clients.

• Entering meetings, events, and client information into the CRM system and maintaining accurate contact records in Outlook.

• Assisting with the organisation of firm, team, and business development events.

• Coordinating off-island travel arrangements, including flights, accommodation, and meeting schedules.

• Working collaboratively with the support team to ensure the smooth day-to-day operation of the office, including reception cover, answering phones, post and courier management, DocuSign processing, and providing cover during lunch and peak periods.

• Working flexibly to ensure consistent support cover throughout the working week to meet client and business needs.

• Supporting matter lifecycle management, including assisting with new matter openings, preparing draft engagement letters, and ensuring files are accurately maintained.

• Liaising with Finance on billing processes, WIP, expense claims, time entries, third-party payments, internal and external queries, and matter closures.

• Preparing, formatting, proof-reading and converting documents and reports, including PowerPoint presentations.

• Managing document production, including printing, scanning, copying, collating, court filings, bundling and completion documentation.

• Maintaining electronic and physical filing systems, including creating files and folders, organising and archiving documents, retrieving archived files, and managing datarooms.

• Assisting with legal research, company searches, and analysis as required.

• Carrying out legal administration tasks, projects and other duties as delegated by Partners, the Office Manager, or fee earners.

• Ideally a graduate, or having relevant office experience in a similar role

• An administration or secretarial qualification would be advantageous

Knowledge/skills/experience

• Prior experience in a professional services firm, ideally within a legal environment but this is not essential
• Confident and competent IT user with a sound working knowledge of MS Office to include Word, Excel, PowerPoint and Outlook
• Experience of document management systems would be advantageous
• Excellent typing and formatting skills
• Highly organised with the ability to multi-task and prioritise tasks
• Willingness and ability to learn

We would like you to have:

• Team spirit and flexibility to share workload and support the administration team
• Good initiative to support fee earners, resolve issues and to work independently with appropriate supervision
• Enthusiasm, drive, flexibility, initiative and the ability to be pro-active
• A calm and proactive approach even when under pressure and managing deadlines
• Accuracy and a good eye for detail
• A confident communicator in all forms

In this role you will be expected to:

• Behave in a manner in keeping with our core culture and values.
• Adhere to all policies, procedures and regulations including those around anti-money laundering and terrorist financing.
• Commit to fulfilling any personal CPD requirements and continually developing your skills and knowledge.