Administrative Assistant in London

Gemini Recruitment is currently partnering with a large and well-established law firm.

Our client provides legal services to both corporate entities and private individuals across more than 25 practice areas, operating from offices throughout London and across England and Wales.

Their achievements are consistently recognised in The Legal 500 and Chambers and Partners, where they are ranked as a top-tier firm.

Are you a professional, personable, and highly organised individual looking to thrive in a dynamic legal environment?

Gemini Recruitment is proud to be hiring on behalf of this prestigious UK law firm, headquartered in the heart of the City of London.

We are seeking an Administrative Assistant to join their Administrative team in their City office.

Purpose

To provide comprehensive administrative support to Fee Earners, Support Teams, and the Management Board, ensuring the efficient day-to-day operation.

The Administrative Assistant plays a key role in maintaining effective administrative processes, managing documentation and correspondence, coordinating office activities, and contributing to the delivery of a professional and high-quality service across the Firm.

This is a full-time office based role (Monday to Friday).

Duties and responsibilities

• Work as part of the Administrative Team responsible for the day-to-day handling of the Firm's incoming and outgoing post, DX, and the central retention of Original Documents in accordance with the Firm's Paperless Policy and Procedures.
• Undertake daily administrative tasks including the collection of incoming post/DX, post opening, sorting, scanning, photocopying, document filing, digital data processing, and arranging the internal couriering of documents across the Firm's London offices.
• Assist with the preparation and dispatch of outgoing mail and DX, including completing the necessary documentation and ensuring items are ready for collection at the designated time and location.
• Maintain and manage the storage, retention, retrieval, and tracking of Original Documents in accordance with Firm policies and procedures.
• Maintain stock levels of office supplies, including paper, toner, stationery, and kitchen supplies, ensuring accurate stock records are kept and orders are placed in a timely manner.
• Provide administrative support to Fee Earners, Support Teams, and the Management Board in relation to a wide range of office administration activities.
• Assist with document production, scanning, filing, archiving, data entry, and records management, ensuring accuracy and attention to detail at all times.
• Support the administration and coordination of meetings, training sessions, induction programmes, and other Firm events, including the preparation of materials and meeting rooms where required.
• Provide administrative support for the Firm's monthly induction programme for new joiners, including arranging refreshments, preparing materials, and ensuring facilities are available.
• Be available to work an early shift (08:30 to 16:30) at least twice per month to support induction and operational requirements where necessary.
• Actively participate in training and development opportunities to maintain and enhance knowledge, skills, and service delivery.
• Maintain a high standard of confidentiality and security in respect of client information, records, and Firm data.
• Provide effective cover for colleagues and undertake administrative duties across the wider team as required.
• Ensure reasonable care is taken at all times for the health, safety, and welfare of yourself and others, adhering to all Firm policies and procedures.
• Assist with any other administrative duties and projects reasonably requested by the Supervisor, Management Board, or other authorised managers.

Experience and qualifications

• This is an entry-level role and would suit candidates looking to develop a career in office administration.
• A willingness to learn and develop within an office administration environment, with a proactive approach to acquiring new skills and responsibilities.
• Demonstrates a high level of professionalism, discretion, and commitment to maintaining confidentiality.
• Previous experience in an administrative, office support, or professional services environment would be desirable but is not essential.
• Legal or law firm experience is not required for this position.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy.
• Excellent organisational and time management skills, with the ability to prioritise and manage multiple tasks.
• Strong interpersonal skills and the ability to communicate effectively with colleagues at all levels.
• A professional, proactive, and positive approach to work.
• Ability to work effectively in a fast-paced office environment and remain calm under pressure.
• Ability to work both independently and as part of a team.
• Self-motivated with the ability to use initiative and meet deadlines.
• Strong IT skills, including proficiency in Microsoft Office applications and the ability to accurately process and manage digital information and records.

Benefits

On offer a competitive salary and benefits package, including a company pension scheme, annual leave entitlement, wellbeing support, training and development opportunities, and career progression within a supportive and inclusive working environment.

Company culture

Gemini Recruitment is a specialist legal recruitment agency dedicated to connecting talented professionals with leading employers across the UK.

With extensive knowledge of the legal sector, we work closely with law firms, organisations, and candidates to provide a tailored and efficient recruitment service across a wide range of legal and support roles.

We strongly believe in equality, diversity, and fair recruitment practices, and strive to promote opportunities that are accessible to individuals from all backgrounds.

Our goal is to build long-term relationships based on trust, integrity, and a genuine understanding of our clients' hiring needs and our candidates' career aspirations.