Legal Office Assistant for Boutique IP Firm

Job description: A varied front of house and administrative role with considerable autonomy operating within a small office support team. The successful candidate will be an enthusiastic self-starter with strong organisational and interpersonal skills. The role emphasises a team-oriented approach, collaborating with key employees at all levels while ensuring the highest level of client care for all employees, clients and visitors.,

• Responsible for coordinating all meeting room bookings.
• Organising and serving of meeting refreshments and catering.
• Meet and greet of all external visitors.
• Responsibility for meeting room set up.
• Overseeing stock levels and ordering of all consumables and meeting room sundries.
• Manage the ordering and replenishment of staff kitchen consumables.
• Coordinate internal staff events, including weekly Afternoon Tea, Thursday Night Drinks, and Office lunches, while assisting with other events as needed.
Administration
• Opening and closing of new files/volumes, ensuring relevant procedures are followed.
• Providing an accurate and efficient postal delivery service to include the collection and distribution of both internal and external mail.
• Handling general administration task such as filing, bundling, scanning and document formatting.
• Coordinating travel arrangements, including booking couriers, taxis, and assisting with domestic and international travel logistics.
• Managing document storage, retrieval, shredding and archiving processes.
• Processing of invoices and expenses.
• Ordering and maintaining stationery and reference materials.
• Maintaining the firm's library and intranet.
• Assisting other staff with administrative tasks and ad-hoc projects as required.
Core competencies:
• Drive - Demonstrates the determination to set, meet and improve upon the highest standards of performance.
• Initiative - Proactively identifies tasks and takes action to complete them effectively.
• Commitment - Belief in your role and its value to the organisation.
• Integrity - Ability to uphold job related, social, organisational and ethical standards in all actions.
• Managing Performance - The drive and determination to set, meet and enhance your personal performance.
• Teamwork - Working co-operatively and collaboratively with others to achieve business goals including the ability to prioritise/multi-task during busy periods.
Job Specific Competencies:
• Professional Knowledge & Judgement - Has a good knowledge of their area of expertise; understands how this fits in with the business and uses this to provide a superior service.
• Service Orientation - Routinely thinking and acting in accordance with the needs of all employees, clients and visitors.