Family Legal EA

AJ Chambers have an exciting role within a top London Law firm for a Legal EA within the Family Team

Role Purpose

• To provide exceptional Executive Assistant and legal administrative support to the Family Law Department, ensuring the efficient day-to-day operation of the team and enabling fee earners to deliver outstanding client service.
• To support the management of sensitive and often urgent family law matters by delivering proactive, organised and confidential administrative assistance.
• To contribute to the continuous improvement of departmental processes, workflows and best practices, ensuring compliance with firm policies and legal procedures.
• To work collaboratively with Partners, solicitors, legal assistants, secretaries and business support teams to deliver a professional, responsive and client-focused service.
• To support the department’s financial performance through efficient billing administration, proactive management of Work in Progress (WIP), aged debt and matter-related financial processes.

Key Tasks and Responsibilities

Departmental Executive Assistant Support

• Provide proactive Executive Assistant support to the Partners and wider Family Law Department, ensuring legal and administrative requirements are delivered accurately, efficiently and within required timescales.
• Prepare, open, maintain and close client files in accordance with firm procedures.
• Produce, format and amend legal documents, court forms, correspondence, agreements, bundles and reports to the firm’s standards.
• Ensure court deadlines, client commitments and key dates are effectively monitored and communicated.
• Support the preparation and submission of documents for court proceedings where required.
• Act as a mentor and point of guidance for Secretaries and Senior Secretaries, supporting consistency and best practice across the department.
• Provide support, coaching and guidance where improvements in performance or processes are identified.
• Deliver an exceptional client experience through professional, responsive and confidential communication.
• Act as a key point of contact for clients, counsel, courts and external professionals.
• Ensure enquiries are handled promptly, sensitively and directed appropriately.
• Identify potential issues early, escalating where necessary and supporting effective solutions.
• Maintain the highest standards of confidentiality when dealing with sensitive family law matters.
• Manage competing priorities and provide regular updates on workload and progress.
• Coordinate multiple requests, ensuring stakeholders are kept informed of progress and deadlines.
• Prioritise urgent court-related and client matters appropriately.

Department Coordination

• Organise monthly departmental meetings.
• Prepare agendas for approval by the Head of Department.
• Attend meetings, record minutes where required and circulate promptly.
• Monitor and follow up agreed actions.
• Arrange guest speakers, training sessions and departmental presentations where appropriate.
• Manage and maintain the department’s iManage workspace and knowledge resources.
• Maintain precedents, guidance notes and training materials.
• Keep departmental contact lists current, including clients, counsel, experts and professional contacts.
• Ensure electronic folders remain organised and accessible.

Executive Assistant Services

• Provide comprehensive diary management for Partners and fee earners.
• Coordinate appointments, client meetings, mediations, court hearings and conferences.
• Manage Outlook calendars and resolve scheduling conflicts.
• Arrange travel and accommodation for UK and international business travel where required.
• Manage telephone calls, voicemail, inboxes and out-of-office communications, responding or redirecting enquiries appropriately.
• Coordinate internal and external meetings.
• Arrange meeting rooms, video conferencing facilities, refreshments and IT requirements.
• Assist with larger departmental meetings, seminars and client events.
• Coordinate webinars, training sessions and external legal events.
• Manage departmental subscriptions and memberships.
• Arrange conference calls and virtual meetings using Teams, Zoom or other approved platforms.
• Distribute legal documentation securely, electronically or in hard copy, ensuring compliance with confidentiality requirements.

Document and File Management

• Ensure electronic and paper files are maintained accurately and in accordance with firm procedures, regulatory requirements and document retention policies.
• Support and guide Secretaries and Senior Secretaries in maintaining consistent filing standards.
• Coordinate large printing, copying and bundling requests with Office Services, ensuring deadlines are achieved.

Business Support and Operational Management

• Promote consistent adherence to firm policies, procedures and departmental processes.
• Coordinate departmental projects and administrative initiatives, including:
• New joiner onboarding in conjunction with HR.
• Scheduling one-to-one meetings and departmental reviews.
• Coordinating Continuing Competence/CPD requirements.
• Monitoring attendance at internal training sessions.
• Supporting departmental compliance activities.
• Work closely with Finance and Credit Control to support the effective management of Work in Progress (WIP), billing and aged debt.
• Prepare draft bills for review by fee earners.
• Monitor outstanding WIP and billing deadlines.
• Support Partners in achieving departmental financial targets.
• Promote compliance with billing processes across the support team.
• Act as a key liaison for departmental IT issues.
• Coordinate with IT Support and the Software Training & Applications team.
• Communicate system updates and process changes to the department.
• Support colleagues in implementing new systems and technology.

Legal Matter Support

• Assist fee earners with the preparation of court bundles, hearing files, trial bundles, counsel’s papers, client documentation and disclosure where capacity allows.
• Support the preparation of mediation and arbitration documentation where required.
• Maintain accurate records of chargeable and non-chargeable administrative work in accordance with firm policy.

Resource Planning

• Work closely with the PA Coordinator to ensure appropriate Executive Assistant and Secretarial support across the Family Law Department.
• Identify and communicate holiday and absence cover requirements.
• Support recruitment, onboarding and induction of new support staff where required.
• Contribute to succession planning and continuous improvement of departmental support services.

This role will offer hybrid working, salary up to £50,000

For further information please contact Ella Britton

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