Administrative Assistant

Job description

Contract: 6 Month FTC Location: London Working arrangment: 4 days in office 1 day from home. Department/ Team: Legal Support/ Employment Key Responsibilities Client & Stakeholder Support Support Practice Assistants and legal teams in delivering an exceptional client experience. Assist with the coordination of client meetings, training sessions, directory submissions, tenders and business development activities. Maintain accurate client, contact and business development information within firm systems. Develop an understanding of client-specific requirements, protocols and service expectations. Build effective working relationships with colleagues, clients and key stakeholders across the business. Administrative Support Manage electronic and physical files, ensuring documents are stored, organised and maintained in accordance with firm standards. Support the opening, maintenance, closing and archiving of client matters, ensuring compliance with firm procedures. Assist with the organisation of internal and external events, conferences and seminars. Coordinate travel arrangements, room bookings, courier requests and other administrative requirements. Support document production activities, including printing, copying, scanning and document preparation. Maintain records, trackers and administrative documentation accurately and efficiently. Assist with the ordering and management of marketing materials and promotional items. Document & Matter Management Ensure client and matter information is maintained accurately across relevant systems. Upload, organise and maintain documentation within client data rooms and document repositories. Assist with the preparation of court bundles and legal documentation in line with instructions and applicable requirements. Review data and documentation for accuracy and completeness. Ensure all correspondence and documentation is appropriately filed and recorded. Adhere to firm policies, procedures and compliance requirements at all times. Financial & Operational Support Assist with billing and invoicing processes as required. Support fee earners with expense submissions and processing. Help monitor workflow priorities and escalate any capacity or deadline concerns where appropriate. Contribute to the smooth day-to-day operation of the Legal Support function. Teamwork & Communication Collaborate effectively with Practice Assistants, fee earners and Business Services colleagues. Attend team meetings and contribute positively to team objectives. Provide support and cover for colleagues where required. Keep stakeholders informed of progress and proactively manage expectations. Demonstrate a flexible and team-focused approach to workload management. Skills & Experience Previous administrative experience within a professional, corporate or customer-focused environment. Strong organisational and time-management skills with the ability to manage competing priorities. Excellent attention to detail and commitment to delivering high-quality work. Strong communication skills, both written and verbal. Customer and client service focused, with a professional and approachable manner. Ability to work effectively both independently and as part of a team. Positive, proactive and adaptable approach to work. Willingness to learn new systems, processes and ways of working. Ability to handle confidential information with discretion and professionalism. Technical Skills Experience using document management or business systems. Good working knowledge of Microsoft Office applications, including Outlook, Word, Excel and PowerPoint. Experience maintaining records, data and documentation accurately. Strong administrative and organisational skills with a focus on accuracy and efficiency. What You'll Bring A strong customer service mindset. Excellent organisation and attention to detail. The ability to prioritise effectively in a busy environment. A collaborative and supportive approach to working with others. A willingness to continuously learn and develop new skills. A commitment to delivering excellent service and maintaining high professional standards ort The Firm When you work at Clyde & Co, you join a team of 500 partners, 2,400 lawyers, 3,200 legal professionals and 5,500 people in nearly 70 offices and associated offices worldwide. Our values are the principles that guide the decisions we make, unite us in our endeavours and strengthen our delivery, for both our clients and our firm. We work as one, excel with clients, celebrate difference and act boldly. We are committed to operating in a responsible way by progressing towards a diverse and inclusive workforce that reflects the communities and clients it serves. We are devoted to providing an environment in which everyone can realise their potential, using its legal and professional skills to support its communities. We do this through pro bono work, volunteering and charitable partnerships, and minimising the impact it has on the environment, including through our commitment to the SBTi Net-Zero standard and the setting of ambitious emissions reduction targets. Our Commitment Clyde & Co is proud to be an equal opportunities employer. Our values encourage us to support fairness, celebrate diversity and prohibit all forms of discrimination in the workplace to allow everyone to excel at work. Therefore, we welcome and encourage all applications from suitably qualified individuals, regardless of background or identity. Learn more about our interview process. A Note on Privacy Please take a moment to read our privacy notice . This describes what personal information Clyde & Co (we) may hold about you, what it’s used for, how it’s obtained, your rights and how to contact us as a data subject. If you are submitting a candidate as a Recruitment Agency Partner, it is an essential requirement and your responsibility to ensure that candidates applying to Clyde & Co are aware of this privacy notice. This is the job description as constituted at present; however, Clyde & Co reserves the right to reasonably amend it in accordance with the changing needs of the business.