Practice Assistant - Contract (6 months)

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The Practice Assistant – Contract (6 months) will provide efficient and effective administrative services to Associates, Trainees and others as part of the Secretarial Services Team (SST).

Main Responsibilities

• Navigate the Service Now portal with confidence
• Proactively build and coordinate relationships with Center-based services, other BM secretaries, and teams
• Utilize and review materials from Service Centers to ensure efficiency and accuracy
• Produce documents for urgent jobs which are not suitable to be done by Document Services
• Serve as a role model and leader; support junior members acting as buddy/mentor
• Manage in-box and file documents and emails into iManage, support hard copy filing
• Print/scan
• Prepare courier packages
• Support on client intake (including engagement letters) and billing
• Manage travel arrangements through the Firm’s travel agency
• Handle calls
• Support on inbox and diary management
• Manage logistics for external meetings, utilize General Administration Services (GAS) for internal meetings
• Support client activities and be in direct contact with clients and their assistants
• Identify and suggest improvements to the way we work
• Undertake specific practice group tasks and requirements to build practice group knowledge
• Liaise with courts and ensure accurate development of court documentation/bundles
• Update contacts in Outlook

Skills and Experience

• Secretarial experience in Real Estate/Property practices
• Experience working with cloud-based platforms that deliver digital workflows; experience using ServiceNow is preferred
• Able to manage customer expectations and meet and exceed Service Level Agreements
• Proficient at prioritization, including providing estimated time for completion of tasks and negotiating additional time where necessary
• Experience in quality management systems and peer review
• Strong experience working in a team environment
• Has advanced and specialized expertise, typically developed through a combination of job‑related training and considerable work experience
• ‘Can‑do’ attitude, can demonstrate proactivity and take the initiative
• Strong technical capabilities across Microsoft Office Suite (e.g., Word, Excel, Outlook, PowerPoint, Access, Teams)
• Interested in career development and advancing both soft, tech and administrative capabilities
• Able to embrace change and challenges
• Able to focus on the delivery of high-quality services
• Strong communication skills, both written and verbal
• Experience in billing and intake procedures is desirable

Reports to: Secretarial Services Leader

Position Type: In Market

Development Framework: Business Support

Seniority Level

Associate

Employment Type

Full‑time

Job Function

Management

Industries: Law Practice