Administrative Assistant

London or East Grinstead based

Role Outline

Administrative Assistant duties and responsibilities include providing administrative support to ensure efficient operation of the James McKenzie office. Supports managers, team leaders as well as individual employees through a variety of tasks related to our organisation and communication. Responsible for confidential and time sensitive material. Familiar with a variety of the field’s concepts, practices and procedures. Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality service and in a timely manner.

Key Responsibilities

• Answer and direct phone calls

• Receive, sort and distribute the mail

• Administrative inbox

• Maintain computer and manual filing systems

• Carry out administrative duties such as filing, typing, copying, binding, scanning etc.

• Binding &posting Wills – seamless end to end process within company SLA’s adhering to GDPR rules and guidelines.

• Payments – email clients to confirm. Willsuite updates

• Managing elements of Will Storage system

• Scanning and filing documents onto the system

• Certainty – Will register updates (monthly)

• Pilot Trusts&LPAs- printing, binding and posting to clients

• Marketing & Sales support – presentations, Roadshows, marketing collateral, Webinars etc

• Maintain supplies inventory by checking stock to determine inventory levels. Assist with office supplies ordering.

• Assist with organising food orders / lunch bookings and room set up for regular team meetings

• Greet and assist visitors to the office

• Handle sensitive information in a confidential manner

• Shredding confidential waste

• Assist with general cleanliness of the office

Desired Skills

• Highly presentable professional

• Excellent time management skills and ability to multi-task and prioritise work

• Attention to detail and problem-solving skills

• Excellent interpersonal & organisational skills

• Excellent verbal and written communication skills

• Proficient in MS Office

• Wide degree of creativity and latitude is expected

Salary depending on qualification and relevant experience.