About De Pinna:
De Pinna Notaries is a leading specialist notarial practice with a history spanning over 250 years. Located in the West End and the City of London, De Pinna has an enviable client portfolio that includes clients comprising approximately 40% of FTSE 100 companies , major multinational companies, professional services firms and high net worth individuals.
We are looking for a Notarial Assistant to join our Italian department and provide high-quality administrative and client support to a Partner and other fee earners. This is an excellent opportunity to join a specialist professional services Firm and develop your experience within an international, client-focused environment.
The successful candidate will be organised, detail-focused and client-oriented, with the ability to work effectively in a busy environment and take pride in delivering a high standard of service. The role will provide an opportunity to develop knowledge of notarial practice and build strong relationships with UK and international clients.
Role: Notarial Assistant
Location: Southwest House, 11a Regent Street St. James's, London SW1Y. This is a full-time, office-based position at our St James's office. The nature of the role requires regular attendance in the office and therefore does not offer remote or hybrid working.
Reporting to: Partner
Working Hours: Monday – Friday 9:30am – 5:30pm (with flexibility around these times to meet deadlines and requirements of the role).
The Role:
Working within our Italian department, the Notarial Assistant will provide high-quality administrative and clerical support to a Partner and other fee earners. The role involves coordinating notarial matters from initial client contact through to completion, including liaising directly with clients, assisting with the preparation of documents for notarisation, legalisation and/or translation, maintaining accurate file and CRM records, supporting AML processes and assisting with billing.
The role requires a high degree of organisation, accuracy and discretion, as well as the ability to manage competing priorities and meet deadlines in a busy professional services environment.
Key Responsibilities:
1. Client interaction
· Provide excellent service to clients in a timely and professional manner, always presenting a positive
image of the Firm.
· Provide effective administrative support through diary management, booking appointments, client
liaison, responding to emails, dealing with post, photocopying, and preparing correspondence.
2. Notarial Matters
· Assist in the preparation and checking of documents for notarisation, legalisation and/or translation,
under the direction of the supervising notary.
· Maintain and track files throughout the matter lifecycle, ensuring that documents and information
are complete, accurate and readily accessible.
· Prepare AML documentation and obtain relevant documentation from clients in a timely manner, in
accordance with the Firm’s procedures.
· Check all files are accurate and completed within the agreed deadlines.
3. File management
· Ensure all client and matter 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 retained and handled in accordance with the Firm’s policies and applicable data
protection requirements .
4. Financial Management
· Understand and follow the Firm’s billing procedures and client-specific billing arrangements.
· Support notaries with billing on a daily or weekly basis.
5. Practice Management
· Comply with the Firm’s Policies and Procedures and adhere to professional standards.
Experience Required:
Essential
· Fluent written and spoken Italian and English, at native or near-native level.
· At least two years' experience in a secretarial, administrative or similar professional services role.
· Confident and proficient user of Microsoft Office, particularly Outlook, Word and Excel.
· Good general IT literacy, with the ability to learn and use new systems quickly.
· Experience of working with databases, CRM systems or document management systems.
· The right to work in the UK.
Desirable
· Practical experience of using Microsoft Dynamics 365.
Key Skills and Personal Attributes:
· Comfortable working in a fast-paced, deadline-driven environment, remaining calm and organised
while effectively managing competing priorities and meeting deadlines.
· A high degree of confidentiality, discretion and professionalism when handling sensitive client and
commercial information.
· Excellent organisational and time-management skills, with exceptional attention to detail and
a meticulous approach to document handling, data entry and file management.
· Excellent interpersonal skills, with the ability to build effective working relationships with clients and
colleagues .
· Strong written and verbal communication skills in both Italian and English .
· Receptive to feedback, with a proactive approach to continuous learning and development.
· Able to work both independently and collaboratively, demonstrating initiative and accountability.
· An understanding of the importance of excellent client service and commercial considerations within
a professional services environment.
