Team Administrator

Team Administrator to join a commercial corporate services office based in Gibraltar. The role of the Team Administrator is to provide a first-class professional administrative support service to fee earners and senior support colleagues in the practice areas. This will include refocusing tasks and priorities periodically as required and creating a positive working relationship with the fee earner(s) and their peer group.

What’s on offer to you?

• Competitive Salary Package
• Health and Pension Cover
• More than 35 days holiday

What You Will Be Doing

• Act as an initial point of contact and liaison for clients and colleagues. Answer and screen telephone calls politely and professionally, assisting callers, taking accurate messages and redirecting enquiries to the relevant fee-earner and more experienced colleagues where necessary.
• Work proactively with fee earners to ensure that documentation is produced with speed and accuracy and meets clients’ expectations and deadlines including preparation, creation, amendment, formatting, engrossing, printing, pagination, numbering and presentation of a variety of documents in the Firm’s house style using track changes, automatic numbering/styles, cross referencing and fixing problem documents. 
• Undertake audio and copy typing, photocopying, scanning and faxing of correspondence and documents including send short holding, covering or similar letters on behalf of fee earners when required.
• Collect, sort and deliver mail/packages to and from the post room notifying fee earners and colleagues of the delivery of items. Book couriers as required.   
• Assist with client and matter opening and related processes including processing new matter requests, starting electronic filing, applying billing rates, preparing engagement letters.
• Organise and maintain electronic and hard copy document management systems ensuring that all electronic and paper-based files are up to date and maintained at regular intervals and that all closed matters are archived. Carry out health check and “tidy” of documents and standard templates. Undertake bundling of files related to closed matters. 
• Update contact databases and maintain accurate records. 
• Organise extensive international travel, business trips and itineraries for fee earners including sourcing and booking flights, hotels and transport and preparing door-to-door travel packs (full itinerary, tickets, relevant maps and/or directions, contact numbers, arranging cash, currency, visas). Ensure travel arrangements observe budget.
• Book client and/or inter-office meetings, arrange conference calls and organise client lunches, dinners, workshops, conferences, seminars and other events including booking restaurants locally and abroad. Book equipment, assist with the preparation of papers and draft agendas for meetings and take minutes, as required, ensuring accuracy and completeness.  
• Assist fee earners and senior support colleagues in liaison with GoG departments including attending GoG counters in person. Make urgent by hand deliveries as required.  
• Undertake proof reading and quality checks on all work produced.
• Undertake any other duties that are within the employee’s skills and abilities whenever reasonably instructed.

What You Will Need to Succeed in This Role

• Sound intellectual skills evidenced by a strong academic background including a combination of formal secretarial qualifications, further training and experience or educated to graduate level.  Must hold at least 5 GCSEs (A-C) or equivalent, to include Mathematics and English.
• Experience of working in a busy client/customer facing administrative role. 
• Excellent knowledge of Microsoft Office, particularly Outlook, Word, PowerPoint and Excel and used to working with house-styles and ‘problem’ documents. 
• Advanced technical skills – accurate audio and copy typing circa 60 + wpm – would be an advantage.
• Able to draft, type, format, prepare and produce a wide range of high-quality documentation, correspondence, statistical information, graphics, presentations and short reports displaying sound grammar.
• Excellent attention to detail and accuracy. 
• Superior organisational and time management skills and the proven ability to handle multiple priorities and ad-hoc urgent requests without sacrificing quality or accuracy.
• Demonstrates sensitivity to the requirements of working for senior staff in a professional services environment.
• Client orientated with the ability to handle highly confidential information and maintain high levels of confidentiality and discretion at all times. 
• Committed to the delivery of the highest levels of customer service.  

Team Administrator | Gibraltar | Microsoft | Customer service