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Owen Reed Legal Recruitment

Team Executive / Administrative Assistant 

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Owen Reed Legal Recruitment

Team Executive / Administrative Assistant

  • London
  • 30000 USD / Year
  • Salary: £30000

Website Owen Reed

Legal’s our bag

Owen Reed is looking to recruit a forward thinking and professional Team Executive/Administrative Assistant to join a top law firm in London.

Department/Role overview

The Team Executive role embraces a team working approach, collaborating with members of the Local Hub Team or Global Shared Services team as a single point of contact, in order to meet the deadline driven nature of the work and high expectations of the support. Team Executives therefore work closely with the Local Hub Team Leader or Coordinator on the completion of core tasks required by the legal practices, and will assist with or complete tasks for Document Specialists, or Practice Executives. You will also be required to support an allocation of Fee Earners within a practice group.

Team Executives provide efficient and diverse administrative, organisational and document support to all practices areas within the firm. Development within the role will be supported by the Local Hub Team Leader and Operations Manager.

Hours of work

The role holder will work 35 hours per week (Monday to Friday) between the hours of 9.30am and 5.30pm with 1 hour for lunch each day.

Main responsibilities

Documents

  • 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.

Organisation

  •  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.

Billing Assistance

  •  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.

Business Development

  • 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.

General Assistance

  •  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.

Essential skills and experience

  • 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.

To apply for this job email your details to nat@owenreed.co.uk

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  • I used Saniha and she was absolutely great! So friendly and helpful!

    Jessica Bellamy Avatar Jessica Bellamy
    July 17, 2023

    I am extremely appreciative of the Owen Reed recruitment consultants, but Saniha in particular for being the amazing person she is! Saniha put forth a lot of effort to help me land my brand-new exciting role. Throughout the entire process, she was consistent in her communication, really detailed in her advice and super supportive! The reason Owen Reed are the top recruiters in London is rather obvious. I want to express gratitude to Saniha once more for all of her assistance and support. Without her, I would not have been able to secure this exciting new position. I would 100% recommend Owen Reed to any of my friends or family who are seeking a new legal position! :)

    Olivia Desuza-Bates Avatar Olivia Desuza-Bates
    July 16, 2023

    I received first a call from Rachel who asked me what type of job I was looking for. Later on she sent me an application form and she added my cv on their system. On 12 April Isabella sent me a job application by email and I applied for an Admin Assistant role. Isabella was brilliant and so professional. She was my first point of contact, advising me all the way through. Archie also help me on my interview questions. I finally got the job. A big thank you for the team who were I will say the best recruitment agency. They are real people doing a job they like and they know inside out. On my first day at work, she called me to know how I was. Well done. Amazing agency!

    Zahia Avatar Zahia
    July 2, 2023

    I had such a great experience with Archie she was incredibly helpful and get me updated throughout my time with Owen Reed, I am incredibly thankful for her, for helping me to get my permanent full time job. Thank you

    Rebecca Godfrey Avatar Rebecca Godfrey
    June 23, 2023
  • A massive thank you to Archie who was amazing - she was so helpful from start to finish and the prep before the interview was just what I needed. Thank you so much ..

    Savita Gopal Avatar Savita Gopal
    May 23, 2023

    Saniha secured me a role and she went the extra mile. Was extremely friendly, supportive and did not treat me like just a number. I was very satisfied with their help and would highly recommend.

    Naomi Ade Avatar Naomi Ade
    May 23, 2023

    I received exceptionally professional and sterling service from Owen Reed. Isabela and Archie were especially instrumental in securing me a new role within just 4 short weeks! They proactively guided and supported me with job ideas, interview preparation and feedback. They have been a joy to liaise with and I greatly appreciate their time and efforts. I thoroughly recommend them.

    Simone Ankle Avatar Simone Ankle
    May 23, 2023

    “I would highly recommend recruitment Owen Reed. Fantastic professional service very quick response to my application and they updating me with every stage of the process. Especially Archie she was amazing helpful I was received full support from Archie. Everyone is very friendly professional in the office. I am just about to start a great new role thanks to their fantastic services.” “I would highly recommend Owen Reed to all my family and friends. Owen Reed the best recruitment ever ! Thank you Archie and Isabela

    Magdalena P Avatar Magdalena P
    May 23, 2023
  • I've known Archie for 18 months now. In one word, she is phenomenal! Not only is Archie a go-getter, she is full of energy and enthusiasm and she will go all out for you. She is also very caring and I always felt in good hands from start to finish. Archie has placed me in a job and I'm super excited to see where that takes me. This is my opportunity of publicly saying: "Archie, you are amazing - thank you so much for your dedication and your hard work". Kindest regards, Francoise

    Francoise Liship Avatar Francoise Liship
    April 23, 2023

    I am so grateful to the Owen Reed recruitment consultants but especially to Archana Somasegaran for being the incredible person she is! Archie worked so hard to help me secure my new and exciting role with and incredible Law firm in London. She was consistent with her communication and specific with her tips throughout the entire process. I would like to reiterate, it has been less than a month since I joined Owen Reed and within 2 or 3 days of talking with Archie, I have been hired for this amazing new role. It is quite clear why Owen Reed are the best recruiters in London! Once more, I would like to thank Archie for her incredible help and support. I couldn’t have done it without her. I wouldn’t hesitate to recommend Owen Reed to any of my friends and family looking for a legal role!

    Esther Olukoga Avatar Esther Olukoga
    April 23, 2023

    A massive thank you to Archie!!! Talk about someone who is constantly fighting your corner and is genuinely invested in finding that perfect role. Archie made me feel like I was her most important candidate, coaching me for interviews and building up my confidence as she constantly demonstrated her absolute belief in me. Archie you haven’t been at OR that long but I think they have found a great asset in you. I have formed a great bond with you. You are so easy to talk to and made me feel comfortable and confident at all times. Archie I can’t thank you enough for your support and help in landing me my perfect role!!!! I 100 million percentage recommend you to anyone who is out there wondering what their next role will be

    Vanessa Stewart Avatar Vanessa Stewart
    April 23, 2023

    Just wanted to say a Massive thank you to Archie(ana) she has supported me in finally getting my dream job!!She walked me through the entire process ,even spent time extra time ensuring i was interview ready.I will forever be grateful to her and the entire team at Owen Reed.

    Alice Lubinga Avatar Alice Lubinga
    April 23, 2023
  • A big thank you to the fantastic team at Owen Reed for helping me to secure a new role recently. I have been dealing with Anna, Archie and Rachel and they have all been so supportive, friendly and helpful, particularly around interview prep and understanding the roles I was put forward for. Would definitely recommend!! Thank you!

    Troy Connors Avatar Troy Connors
    March 23, 2023

    I've used Owen Reed successfully in the past, and again very recently, leading to being offered a new role in the space of a couple of weeks. Archie helped find my latest role and I cannot thank her enough! Archie is very friendly and her enthusiasm in wanting to help find your ideal role is really encouraging and helps boost your confidence throughout the process. She is very supportive and listened to exactly what I wanted, found exactly that, and assisted thoroughly with interview preparation etc. Thank you so much Archie!! :)

    Megan Avatar Megan
    March 23, 2023

    Great service from Owen Reed team. Rachel and Archie were very helpful and eventually helped me to get the right role quite quickly. Great communication and effort from everyone here.

    Aurea Romain Avatar Aurea Romain
    March 23, 2023

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    Sarah Keating Avatar Sarah Keating
    March 23, 2023