Administrative Assistant

Location: Milton Keynes

Department:
Projects
- Permanent (Full time)

Type of Role:
Hybrid

Administrative Assistant

We are looking for a proactive and organised Administrative Assistant to join our Projects team in Milton Keynes.

Working closely with our Practice Support Executives (PSEs) and fee earners, you will provide high-quality administrative support across a broad range of activities, helping the team deliver an excellent service to our clients. The role is focused on process-driven tasks, matter administration and general office support, ensuring work is completed accurately, efficiently and within agreed timescales.

This is an excellent opportunity for someone who enjoys working as part of a collaborative team and is looking to develop a long-term career in legal administration within a leading international law firm.

• Coordinate routine diary appoinents and meetings.
• Book meeting rooms, video conference facilities and other meeting requirements.
• Manage work allocated through the Big Hand Workflow system and monitoring and following up on any outstanding actions.
• Arrange domestic and international travel using the firm s designated travel provider.
• Maintain electronic filing within iManage in accordance with firm procedures.
• Liaise with Business Services teams to resolve routine administrative queries and support day-to-day business operations.

• Support the maintenance of client relationship management systems, including Interaction and Radar.
• Assist with the administration of client events, seminars and marketing activities in conjunction with the Business Development team and Practice Support Executives.

• Support Practice Support Executives with the billing process, including creating matter transaction reports and using the firm s billing system (3E) where required.
• Assist fee earners with the timely completion of time recording in Intapp Time.
• Process expenses and invoices using Emburse.
• Provide general financial administrative support, including completion of requisition forms.
• Submit ad hoc searches using Intapp Open, ensuring all required information is completed accurately.
• Monitor the progress of matter administration activities, including following up on conflict searches and other requests where required to ensure matters are progressed in a timely manner.

• Prepare engrossments and supporting documentation, including producing, copying, scanning and printing documents.
• Liaise with Facilities to order stationery, business cards and other administrative supplies.
• Provide general administrative support to the Projects team as required.
• Preparing Biles/ Deeds Scheduling.

The successful candidate will demonstrate:

• Excellent attention to detail and accurate typing skills, with a strong focus on producing high-quality work.
• Strong written and verbal communication skills.
• Excellent proofreading skills, with a commitment to checking work thoroughly before submission to ensure instructions have been followed and work is complete and accurate.
• Strong organisational and time management skills, with the ability to prioritise competing tasks effectively and meet agreed deadlines.
• A proactive approach, taking ownership of tasks through to completion.
• Strong IT skills, including Microsoft Outlook, Word, Excel and Teams.
• The ability to follow established processes and procedures accurately.
• A flexible and adaptable approach, with the ability to respond positively to changing priorities.
• The confidence to work independently whilst recognising when guidance or support is required.
• A collaborative approach, with a willingness to support colleagues and contribute to the wider success of the team.
• A positive attitude towards feedback and continuous learning.
• The ability to remain calm, professional and reliable when managing competing priorities.
• Demonstrates professionalism and exercises discretion when handling confidential and sensitive information.
• Previous administrative experience is desirable, ideally within a legal or professional services environment.
• Experience of working in a busy office environment, with the ability to learn new systems quickly.