Legal Secretary / Legal Assistant - Commercial in London

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 or 18 King William Street, London EC4N 7BP. This is a full-time office-based role (no remote/working from home).

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

The Role: This is an exciting opportunity to join our fast-paced firm as a Legal Secretary/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: Three or more years secretarial experience. Fully computer literate with good knowledge of various software packages e.g. MS Office. The right to work in the UK.

Desirable: Working knowledge of Spanish. Practical experience of working in a legal office environment. Knowledge of Microsoft Dynamics 365.

Key Skills and Personal Attributes:

• Proven ability to perform effectively under sustained pressure, managing high workloads while consistently meeting deadlines.
• Strong organisational and time-management skills, with the ability to prioritise tasks efficiently.
• Exceptional attention to detail, ensuring accuracy and high-quality output.
• Excellent interpersonal skills, with the ability to build effective working relationships.
• Strong written and verbal communication skills in English (and other relevant languages).
• Receptive to feedback, with a proactive approach to continuous learning and development.
• Able to work both independently and collaboratively, demonstrating initiative and accountability.
• Strong commercial awareness and business acumen.