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:
1. 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 administrate support through diary management, booking appointments, client liaison, responding to emails, dealing with post, photocopying, and preparing correspondence.
2. 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.
3. 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.
4. Financial Management
- Understand and follow billing arrangements.
- Support notaries in billing on a daily or weekly basis.
5. 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 to include:
- 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.