Administrative Assistant - Private Client

 Administration Assistant

We are seeking a confident, enthusiastic, self-motivated, resourceful Administration Assistant to support our fee earners in the Private Client team based in central riverside offices in Kingston upon Thames.

The successful candidate will work in a supportive collegiate team that is widely recognised for its expertise in this area as well as specialist areas.  The Private Client team handles high quality interesting work including: the administration of complex estates; advising on residence and domicile; cross-border issues; advising individuals on the tax implications of family breakdown; succession planning for family businesses and entrepreneurs; the creation, administration and taxation of trusts; advising on and drafting wills; taxation advice; and advising on capacity issues.  Our client base is varied but we act for long standing clients, high-net worth individuals and their families who are UK based as well as international clients.

Main duties include but are not limited to:

Client relationships

• Adopting a client perspective to maintain high service standards and provide an excellent service to clients,
• Answering telephones promptly in a professional, friendly and helpful manner at all times.
• To develop and maintain relationships with clients and being able to communicate effectively with clients and others within the department as well as other departments.
• Efficient, friendly and knowledgeable approach in respect of all new work enquiries
• Use of Microsoft Outlook, specifically fee earner diary management, arranging client meetings and supporting fee earner communications with clients.
• Full administrative assistance to fee earners following file opening procedures, closing of files, requesting and obtaining documents, contacting third party organisations, etc.
• Assistance in preparing fee earners for client meetings ensuring relevant files and documents are available and all client documentation electronically filed.

  Financials and compliance

• Supporting the Team to achieve financial success including all elements of billing and financial management in accordance with Private Client and firm procedures.
• Assisting the fee earner with completion of basic documentation, such as cheque requests, electronic payment requests, receipts and transfers and expenses reclaims.
• Ensure the department keeps client information on CRM/SOS updated.
• To ensure regular updating of client care documents in response to relevant changes.
• Assist in AML searches.
• Assist in producing the department’s Business Source Reports.
• Assistance in all aspects of the department’s events, away days, seminars or other events the department may arrange including mailing lists, invitations, responses, and creating any content.

Document Production

• Use Multi-Function Devices (MFD’s) and/or copiers for the purpose of copying, scanning, printing and finishing.
• Produce accurate documents in accordance with the Firm’s style and standards.  
• Assemble and/or check electronic or printed documents including accurate proof reading.

Record keeping

• Proficiency in the use of the Firm’s File Management software (and any subsequent document management system that may be introduced) to file and maintain all emails in appropriate client directories.
• A thorough knowledge of and timely adherence to the Firm’s file maintenance procedures.
• To be able to accurately and quickly enter electronic data.
   

Person Specification

• Previous experience in a professional services or hospitality would be an advantage.
• Strong organisational and time management skills are required to support a busy team
• Excellent interpersonal skills are essential to demonstrate understanding of our clients’ needs and expectations.
• Focused attention to detail, speed and accuracy are important for all written documentation.

Salary and benefits

We offer competitive salaries and generous benefits.

We welcome direct applications. If you would like any further information about the firm please contact a member of the HR team. Please note we are not accepting agency submissions.

We have a diverse workforce and aim to attract high calibre applicants that reflect the demography of our geographical location and client base. Individuals will be employed solely on merit and the requirement of the position. No applicant or employee receives less favourable treatment on the grounds of sex, race, marital status, disability, age, sexual orientation, gender Identity or religion. Reasonable adjustments will be made to eliminate or reduce disadvantage.