AJ Chambers have an exciting role within a top London Law firm for a Legal EA within the Family Team
Role Purpose
- To provide exceptional Executive Assistant and legal administrative support to the Family Law Department, ensuring the efficient day-to-day operation of the team and enabling fee earners to deliver outstanding client service.
- To support the management of sensitive and often urgent family law matters by delivering proactive, organised and confidential administrative assistance.
- To contribute to the continuous improvement of departmental processes, workflows and best practices, ensuring compliance with firm policies and legal procedures.
- To work collaboratively with Partners, solicitors, legal assistants, secretaries and business support teams to deliver a professional, responsive and client-focused service.
- To support the department's financial performance through efficient billing administration, proactive management of Work in Progress (WIP), aged debt and matter-related financial processes.
Key Tasks and Responsibilities
Departmental Executive Assistant Support
- Provide proactive Executive Assistant support to the Partners and wider Family Law Department, ensuring legal and administrative requirements are delivered accurately, efficiently and within required timescales.
- Prepare, open, maintain and close client files in accordance with firm procedures.
- Produce, format and amend legal documents, court forms, correspondence, agreements, bundles and reports to the firm's standards.
- Ensure court deadlines, client commitments and key dates are effectively monitored and communicated.
- Support the preparation and submission of documents for court proceedings where required.
- Act as a mentor and point of guidance for Secretaries and Senior Secretaries, supporting consistency and best practice across the department.
- Provide support, coaching and guidance where improvements in performance or processes are identified.
- Deliver an exceptional client experience through professional, responsive and confidential communication.
- Act as a key point of contact for clients, counsel, courts and external professionals.
- Ensure enquiries are handled promptly, sensitively and directed appropriately.
- Identify potential issues early, escalating where necessary and supporting effective solutions.
- Maintain the highest standards of confidentiality when dealing with sensitive family law matters.
- Manage competing priorities and provide regular updates on workload and progress.
- Coordinate multiple requests, ensuring stakeholders are kept informed of progress and deadlines.
- Prioritise urgent court-related and client matters appropriately.
Department Coordination
- Organise monthly departmental meetings.
- Prepare agendas for approval by the Head of Department.
- Attend meetings, record minutes where required and circulate promptly.
- Monitor and follow up agreed actions.
- Arrange guest speakers, training sessions and departmental presentations where appropriate.
- Manage and maintain the department's iManage workspace and knowledge resources.
- Maintain precedents, guidance notes and training materials.
- Keep departmental contact lists current, including clients, counsel, experts and professional contacts.
- Ensure electronic folders remain organised and accessible.
Executive Assistant Services
- Provide comprehensive diary management for Partners and fee earners.
- Coordinate appointments, client meetings, mediations, court hearings and conferences.
- Manage Outlook calendars and resolve scheduling conflicts.
- Arrange travel and accommodation for UK and international business travel where required.
- Manage telephone calls, voicemail, inboxes and out-of-office communications, responding or redirecting enquiries appropriately.
- Coordinate internal and external meetings.
- Arrange meeting rooms, video conferencing facilities, refreshments and IT requirements.
- Assist with larger departmental meetings, seminars and client events.
- Coordinate webinars, training sessions and external legal events.
- Manage departmental subscriptions and memberships.
- Arrange conference calls and virtual meetings using Teams, Zoom or other approved platforms.
- Distribute legal documentation securely, electronically or in hard copy, ensuring compliance with confidentiality requirements.
Document and File Management
- Ensure electronic and paper files are maintained accurately and in accordance with firm procedures, regulatory requirements and document retention policies.
- Support and guide Secretaries and Senior Secretaries in maintaining consistent filing standards.
- Coordinate large printing, copying and bundling requests with Office Services, ensuring deadlines are achieved.
Business Support and Operational Management
- Promote consistent adherence to firm policies, procedures and departmental processes.
- Coordinate departmental projects and administrative initiatives, including:
- New joiner onboarding in conjunction with HR.
- Scheduling one-to-one meetings and departmental reviews.
- Coordinating Continuing Competence/CPD requirements.
- Monitoring attendance at internal training sessions.
- Supporting departmental compliance activities.
- Work closely with Finance and Credit Control to support the effective management of Work in Progress (WIP), billing and aged debt.
- Prepare draft bills for review by fee earners.
- Monitor outstanding WIP and billing deadlines.
- Support Partners in achieving departmental financial targets.
- Promote compliance with billing processes across the support team.
- Act as a key liaison for departmental IT issues.
- Coordinate with IT Support and the Software Training & Applications team.
- Communicate system updates and process changes to the department.
- Support colleagues in implementing new systems and technology.
Legal Matter Support
- Assist fee earners with the preparation of court bundles, hearing files, trial bundles, counsel's papers, client documentation and disclosure where capacity allows.
- Support the preparation of mediation and arbitration documentation where required.
- Maintain accurate records of chargeable and non-chargeable administrative work in accordance with firm policy.
Resource Planning
- Work closely with the PA Coordinator to ensure appropriate Executive Assistant and Secretarial support across the Family Law Department.
- Identify and communicate holiday and absence cover requirements.
- Support recruitment, onboarding and induction of new support staff where required.
- Contribute to succession planning and continuous improvement of departmental support services.
This role will offer hybrid working, salary up to £50,000
For further information please contact Ella Britton