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Team Executive / Administrative Assistant

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Ashurst

1mo ago

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

AI generated summary

  • You must have a proactive attitude, strong organizational skills, effective communication, attention to detail, flexibility, teamwork, and proficiency in MS Office. Willingness to learn is essential.
  • You will draft and amend documents, manage calls, organize travel, assist with billing, file documents, conduct research, and support client events, ensuring compliance with 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.
  • Ensure that all activities and duties are carried out in full compliance with our regulatory requirements and internal policies.

FAQs

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

The main purpose of the Team Executive/Administrative Assistant role is to provide efficient and diverse administrative, organisational, and document support to all practice areas within the firm, while working closely with the Local Hub Team Leader, Document Specialists, and Fee Earners.

What are the working hours for this position?

The role holder will work 35 hours per week, Monday to Friday, with hours either from 8am to 4pm or 9:30am to 5:30pm, including a one-hour lunch break each day.

What types of documents will I be working with in this role?

You will be making minor amendments to documents, creating and amending various formats including PowerPoint presentations, pitches, CVs, and comparisons, as well as filing documents appropriately.

Is there a specific skill set required for this position?

Yes, essential skills include strong organisational abilities, good communication skills, attention to detail, proficiency in MS Office, and a 'can do' approach to tasks.

Will I be supported in my professional development?

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

Are there opportunities to assist with business development tasks?

Yes, the role includes responsibilities such as updating records, conducting research for pitches and marketing, coordinating small client events, and attending client events as needed.

How does Ashurst ensure compliance with regulatory requirements?

Ashurst employs a risk and control approach wherein all activities and duties must be carried out in full compliance with regulatory requirements and internal policies.

Will I have to assist with billing processes?

Yes, you will assist with the monthly billing process, which includes printing reports and bills, creating or amending bill narratives, and handling New Business Intake requirements.

What is the team dynamic in this role?

The Team Executive role requires a collaborative team working approach, as you will be liaising with various team members to meet deadlines and support different practice areas effectively.

Is prior experience necessary for this role?

While the job description doesn't specify prior experience as a requirement, it emphasizes a 'can do' attitude and a willingness to learn new skills, suggesting that relevant administrative experience would be beneficial.

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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.