Legal Secretary/Notarial Assistant

About De Pinna: De Pinna Notaries is a leading specialist Notarial practice with a history spanning 250 years. Located in the City of London and the West End, De Pinna has an enviable client portfolio comprising around a third of the FTSE 100, some of the largest multinational companies, and high net worth individuals.

Role: Notarial Assistant

Location: Southwest House, 11a Regent Street St. James’s, London SW1Y 4LR

Reporting to: West End Office Partner

Working Hours: Monday – Friday 9:30am – 5:30pm (with flexibility around these times to meet deadlines and requirements of the role). This is an office-based role.

The Role: This is an exciting opportunity to join our fast-paced firm as a Notarial Assistant to provide administrative and clerical support to a Partner and other fee earners as required. You will be working in a very busy legal (notarial) environment which will involve the management of notarial files: liaising directly with clients, assisting in the notarisation of legal documentations, ensuring the CRM system is updated and billing is actioned.

Key Responsibilities:

• Client interaction: Provide excellent service to clients, both internal and external, in a timely and professional manner, presenting a positive image of the firm at all times. Effective administrative support through diary management, booking appointments, client liaison, responding to emails, dealing with post, photocopying, and preparing correspondence.
• Notarisation of documents: Assist in drafting, preparing and reviewing of documents for notarisation, legalisation and/or translation. Manage the maintenance and tracking of all files. Prepare AML documentation and obtain relevant documentation from clients in a timely manner. Check all files are accurate and completed within the agreed deadlines.
• File management: Ensure all information is entered accurately and promptly in the CRM system. Maintain accurate records of all notarised documents and files in the CRM system. Ensure data is only retained as per firm guidelines.
• Financial Management: Understand and follow billing arrangements. Support notaries in billing on a daily or weekly basis.
• Practice Management: Comply with the Firm’s Policies and Procedures and adhering to professional standards.

Experience Required:

• Essential: Secretarial experience.
• Fully computer literate with good knowledge of various software packages e.g. MS Office.
• The right to work in the UK.
• Desirable: Practical experience of working in a legal office environment.
• Working knowledge of Spanish.
• Knowledge of Microsoft Dynamics 365.

Key Skills and Personal Attributes:

• Ability to work under pressure and meet deadlines, completing high volumes of work on a daily basis.
• Self-motivated professional, able to organise own workload with minimum supervision.
• Ability to manage time and effectively prioritise assigned tasks.
• Strong verbal and written communications skills.
• Must have a keen eye, with very good attention to detail, accuracy and quality of work.
• The ability to build and maintain working relationships.
• Demonstrate high degree of integrity and confidentiality.
• Ability to work as a part of a team or independently in a proactive and responsible manner.
• Ability to take constructive feedback on board and a strong desire to learn.
• Excellent problem-solving skills and demonstrate sound judgement and good decision making when dealing with problems.
• Business acumen and commercial awareness.