Administrative Assistant

Key Responsibilities
1. Transcription
Accurate and timely transcription of dictations.
2. Document Formatting
– Prepare and format legal documents to meet professional standards and style guide of the firm.
– Intermediate to Advanced knowledge of Microsoft Word will assist you in this role.
– Knowledge of what styles are and how they work in Microsoft Word.
– Familiarity with the concept of paragraph styles and character styles.
– Creating and Modifying Styles:
– Ability to create new styles based on specific formatting requirements.
– Skill in modifying existing styles to customize formatting preferences.
– Applying Styles:
– Proficiency in applying styles to text within a document.
– Understanding how to apply styles to paragraphs, headings, and individual characters.
– Quick Styles and Themes:
– Familiarity with Quick Styles and Themes to apply predefined formatting quickly.
– Style Gallery:
– Knowledge of the Style Gallery and how to access and manage styles from the gallery.
– Updating Styles:
– Skill in updating styles throughout a document for consistent formatting.
– Understanding how changes to a style can be propagated to all instances in the document.
– Hierarchy of Styles:
– Understanding the hierarchical structure of styles, especially in the context of headings and subheadings.
– Clear Formatting:
– Ability to remove formatting from text and revert to the default style using the Clear Formatting feature.
– Style Inspector:
– Proficiency in using the Style Inspector to view and troubleshoot applied styles.
– Style Sets:
– Familiarity with using and customizing style sets for consistent document formatting.
– Table of Contents and Headings:
– Knowledge of how styles impact the automatic generation of a table of contents, especially for heading styles.
– Compatibility and Sharing:
– Understanding how styles function when sharing documents with others and ensuring compatibility across different versions of Microsoft Word.
– Style-based Formatting:
– Ability to leverage styles for efficient and consistent formatting, reducing manual formatting tasks.
– Keyboard Shortcuts:
– Knowing keyboard shortcuts for quickly applying styles can enhance efficiency.
– Troubleshooting Styles:
– Proficiency in identifying and resolving issues related to style application and formatting inconsistencies.
3. Slideshow Preparation:
– Proficiency in Microsoft PowerPoint
– Converting old slideshows into the Firm’s new style.
– Assist in creating compelling presentations for legal proceedings and client meetings.
4. Newsletter and Webinar
– Coordinate and produce newsletters to keep clients and stakeholders informed.
– Prepare webinar events in MS Teams and email to attendees using Aweber.
– Experience in using email sending software Aweber is helpful but not required.
5. Management of referral leads
– Manage leads generated through referral relationships.
– Organise email to prospects.
– Schedule appointments for solicitors.
6. Diary Management – New Appointments:
– Maintain and organize solicitor calendars, scheduling new appointments efficiently.
7. Corresponding with clients
– Assist in the preparation and management of client cost agreements and letters of recommendation.
– Email client costs agreements and letter of recommendation to clients utilising template emails.
– Use document e-signing platform to allow clients to sign electronically.
– Request by email the client to deposit funds into our trust account.
8. Email Management
– Efficiently manage and organize attorney email accounts.
9. Billing
– Assist in billing processes, ensuring accuracy and timeliness.
– Assist in following up bill payments.