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Team Executive / Administrative Assistant

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Ashurst

1mo ago

  • Job
    Full-time
    Entry, Junior, Mid & Senior Level
  • Legal
    People, HR & Administration
  • London

AI generated summary

  • You need a proactive, organized, and client-focused approach with strong communication skills, attention to detail, flexibility, teamwork, and proficiency in MS Office.
  • You will assist with document preparation, scheduling, travel arrangements, expense claims, client events, and maintain records, ensuring compliance with regulations and internal policies.

Requirements

  • 'Can do' approach, including proactively completing tasks that may be outside general scope of duties or requests submitted to Local Hub
  • Strong organisational skills, able to plan and prioritise effectively in order to deliver high volume work or tasks to demanding deadlines.
  • Demonstrates initiative and strong client focus, with a willingness to take ownership of tasks or provide solutions to issues that arise.
  • Good communication skills, both written and spoken, and able to liaise across all areas within the firm.
  • Behaves in a professional manner, and is personable and approachable at all times.
  • Methodical approach, with high levels of attention to detail, providing work that is quality checked and complete.
  • Team player, able to work well with others to achieve departmental or task specific goals.
  • Demonstrates flexibility and willing to adjust priorities or working hours when necessary.
  • Keen to learn new skills and willing to complete a broad range of tasks to develop or improve skillset.
  • Good level of technical ability in MS Office, including Word, Excel and PowerPoint

Responsibilities

  • Making minor amendments to documents, delegating complex or lengthy documents to Document Specialists when appropriate.
  • Creating and amending documents from various formats including PowerPoint presentations, pitches, CVs, comparisons and filing appropriately.
  • Locating or filing documents into document management systems.
  • Answering calls and taking accurate messages, passing these on promptly and assisting with queries where possible.
  • Arranging conference or video calls.
  • Processing and submitting expense claims and other administrative tasks (such as engagement letters, membership, learning records, business cards, labels).
  • Photocopying, scanning, printing or binding documents, utilising support from resources where appropriate.
  • Arranging travel requirements through direct providers or through the online travel portal for booking of flights, accommodation, transport and itineraries.
  • Organising or maintaining files for both electronic and hard copy documents.
  • Liaising with resources to resolve problems or issues on behalf of lawyers, following up where appropriate.
  • Assisting with the monthly billing process: printing off reports and draft or finalised bills.
  • Creating or amending written or dictated bill narratives.
  • Assisting with New Business Intake requirements and client file opening and related processes.
  • Updating Interaction records and contact details, including creating and adding diary or file notes.
  • Carry out research or client intelligence where helpful for pitches, marketing, events, briefing packs or approaches.
  • Assisting with the coordination of small client events, which may include arranging meeting facilities, resources, or amending materials or documents.
  • Attending client events to provide assistance with welcoming and registrar, where relevant.
  • Where capacity allows, or deadlines demand, assist the Local Hub or Global Shared Services teams with varied ad hoc tasks.
  • Risk and Control: Ensure that all activities and duties are carried out in full compliance with our regulatory requirements and internal policies.

FAQs

What is the role of a Team Executive / Administrative Assistant at Ashurst?

The Team Executive role involves providing efficient and diverse administrative, organisational, and document support across all practice areas within the firm, while collaborating closely with the Local Hub Team and supporting an allocation of Fee Earners.

What are the main responsibilities of this position?

Key responsibilities include document management, organisation of calls and meetings, billing assistance, business development support, and general administrative assistance.

What are the working hours for this role?

The role requires working 35 hours per week, Monday to Friday, with options to work either from 8am to 4pm or 9:30am to 5:30pm, including a 1-hour lunch break.

What essential skills are required for this position?

Essential skills include strong organisational abilities, good communication skills, attention to detail, a proactive 'can-do' approach, team collaboration, and proficiency in MS Office applications.

Is there any training or development provided for this role?

Yes, development within the role will be supported by the Local Hub Team Leader and Operations Manager.

What does the recruitment vetting process involve?

Ashurst will undertake professional verification and background checks in compliance with regulatory and client requirements, conducted with the candidate's consent.

Is this position suitable for someone looking to learn new skills?

Yes, the role is suitable for individuals keen to learn new skills and willing to undertake a broad range of tasks to develop or improve their skillset.

What kind of team environment can one expect in this role?

The Team Executive will work in a collaborative team environment, supporting various team members and departments to achieve common goals.

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Ashurst

In a changing world, our vision is to be the most progressive global law firm.

Law
Industry
1001-5000
Employees

Mission & Purpose

Ashurst is a leading global law firm and for 200 years we have been advising local and global corporates, financial institutions and governments on their most complex transactions, disputes and projects. With 31 offices in 18 countries and a best-friend referral relationship with an Indian law firm, we offer the international insight of a global network combined with local market knowledge. Client focused service: our clients can access deep local knowledge and on-the-ground support wherever they do business, from people they know and trust. We build teams that are specific to our clients'​ needs, combining specialist legal skills, industry experience and regional know-how. We have a track record of successfully managing large and complex multi-jurisdictional transactions and projects. Our focus is on getting to the heart of clients'​ legal needs and delivering practical, commercial solutions. You can find our legal notices at ashurst.com/legal-notices.