Job Summary
We are seeking a highly organised and detail-oriented individual to support the Managing Director in a dynamic in office and out of office environment. The successful candidate will be responsible for a variety of administrative tasks, ensuring smooth daily operations and effective communication across departments and individuals who deal with the managing director professionally and personally. This role offers an excellent opportunity for someone with strong organisational skills and experience in office administration to contribute to the strategic management of our organisation which includes a number of companies.
Responsibilities
- Manage and maintain schedules, all appointments, and meetings for the Managing Director
- Prepare and organise documents, reports, and correspondence using Microsoft Office Excel and other software including and Google Workspace
- Handle data entry tasks accurately and efficiently, ensuring all records are up-to-date
- Assist with invoicing, bookkeeping, and financial record management using our CRM and other case management system as we may update from time to time
- Respond to phone calls with professional etiquette, directing enquiries appropriately
- Organise travel arrangements and logistics for business trips or meetings
- Support general administrative duties such as filing, photocopying, and ordering office supplies
- Liaise with internal teams and external partners to facilitate effective communication and workflow
Must Have Skills
- Proven experience with office administration or clerical roles
- Proficiency in Microsoft Office (Word, Excel, PowerPoint) and Google Workspace (Docs, Sheets, Calendar)
- Experience with QuickBooks or similar accounting software is desirable
- Strong organisational skills with the ability to prioritise tasks effectively
- Excellent data entry skills with high accuracy and attention to detail
- Good phone etiquette and professional communication skills
- Ability to type quickly and efficiently under pressure
- Demonstrated ability to work independently as well as part of a team
This role is ideal for a proactive individual eager to utilise their administrative expertise in a supportive environment. The position offers an engaging work atmosphere where organisational excellence is valued.
About us
We are a law firm housed in Grade A offices based in Sheffield City Centre –We specialise in Civil and Commercial Litigation, Acquisition & Mergers, Director & Shareholder Disputes, Company/Commercial amongst other areas of law as appears on our website www.zakerykhub.com
Over the last decade, the pressure on the legal and commercial sector has become increasingly profound. The way that legal services are delivered to clients has also changed with emerging technologies that have revolutionised the legal services. But we have always planned ahead of the myriad of challenges, albeit a very small firm, this has meant that we have been able to maintain the highest standard of service to our clients, rivalling magic circle law firms, in quality and speed of service delivery.
We are a law firm with a difference. We are run our other organisation with a difference too. Not only do we offer a range of commercial and litigation legal services to individuals and businesses, but their problem is personal to us because it is personal to them.
We have a no-nonsense approach and focus on what really matters to our clients, and that may mean that sometimes we have to save our clients from themselves. We continue to focus when others may lose their focus – we deliver our expert services with a human touch.
If you are a commercially aware and business minded individual, who can uphold our ethos of integrity and are tenacious in the pursuit of our objectives, putting our clients first; If you are an enthusiastic, committed professional who is both approachable and caring; If you are efficient and pioneering, with an imaginative outlook; if you have a clean regulatory and employment history and a proven track record of going above and beyond for both firm and client and can show commitment to our diverse and inclusive workplace, then we would love to hear from you.
We recruit both law and non-law graduate qualified solicitors and Barristers and view strong social skills as important as academic achievement.
Applications are particularly welcomed from those with prior heavy weight civil and commercial litigation experience.
What we could offer you
You will be given real responsibility that will allow you to learn on the job and develop lifelong skills. You will gain practical experience in a supportive and friendly but strictly professional environment by working on important cases, some of which give rise to the finding of novel issues of law.
In the event you are successful, you will receive a range of benefits including:
- 28 days (pro rata) paid holiday in each holiday year, which runs from 1 January to 31 December – this includes bank and public holidays, with the opportunity to request unpaid additional leave if you so require it.
- Access to a variety of chosen training and development resources.
- The opportunity for the successful candidate to build up experience by assisting those who work on a wide range of extremely complex litigation and non-contentious commercial matters, ranging from medium size to multi-million-pound cases across different areas of law and practice.
- We’re committed to being a diverse and inclusive workplace where all our employees can flourish.
If you are successful in gaining the vacant position with us, your hours of work are:
- 9am to 5pm, Monday to Friday
- You will be required to work out of hours, if and when required
Salary:
£21,157.50 to £31,500.00 per annum – Negotiable, depending on experience
The Process
Your application will be considered for the role of a Personal Assistant to Managing Director. You should have experience in heavy workload in the field of business, law, accountancy matters, generally in civil and commercial matters including intercompany matters.
We require from you;
- Your CV
- Your covering letter, setting out why we should employ you
- if short listed, the First interview
- An assessment (if so advised)
- if short listed, the Second Interview
- Final stage – at which a decision will be made as to whether or not you are successful
We reserve the right to carry out an appropriate screening process about you as a candidate, in order to assess your suitability for the role.
Further key responsibilities will include:
- Assisting the Managing Director
- Assisting other fee earners and support staff and/or other employees employed by the related companies owned and operated b him at his direction.
- Conducting all the preparatory work for company matters, personal diaries and other preparatory works for the County Court, the High Court, the Court of Appeal and the Supreme Court cases.
- Drafting routine correspondence
- Secretarial and support assistance to all fee earners, including, diary maintenance,
- Provide word processing support, transcribing documents from handwritten notes and digital dictation with the ability to work on lengthy complex documents
- Prepare bills/invoices as required
- Paying bills as required
- Maintain paper and electronic records including, filing, inputting data, keeping records, confidential and general filing systems as directed to ensure the effective record keeping of client and financial information
- Carrying out research
- Attend court and other appointment to support the managing director
- Attend upon clients, counsel, solicitors, commercial partners and experts as required of you
- Provide cover for support staff when required
- Manage your own caseload with minimal supervision
- Deliver boxes of documents/ trial bundles etc to the court and return them to the office as required
- Clean and keep tidy the boardroom and general offices and desks as required
- Adhere to the employer’s clean desk policy
- Meet and greet visitors as required
General:
- Professionally presented at all times
- Have a flexible approach to working hours and duties
- Act as an ambassador for the firm and present a professional image with integrity at all times
- Treat clients and colleagues fairly and with respect, value the diversity of others and work proactively to overcome communication barriers
- Adhere to safe working practices and to the health and safety policy and departmental procedures
- Have a positive attitude to learning and development and proactively seek opportunities to develop professional competencies including IT skills
- Promote, communicate and support the firm’s vision and values to all
- Follow and promote legislation and the firm’s policies such as race and disability, equal opportunities and data protection to provide a consistent and excellent service
- The post holder may also be requested to carry out other non-specific duties commensurate with the post
Required Education, Skills and Qualifications
- A degree (preferably in law is desirable) or equivalent in professional vocational or Training Course)
- Excellent keyboard and IT skills with a current knowledge of a range of different computer packages e.g. Word, Excel, PowerPoint etc
- Excellent English (Written and Oral)
- Excellent organisational skills with the ability to work to tight timescales and demonstrate attention to detail
- Ability to stay calm and composed in stressful and/or demanding situations and work under pressure to a deadline
- Excellent communication and interpersonal skills to effectively deal with a wide range of clients and members of staff
- Excellent ability to work individually and/or as an effective member of a team
- Excellent ability to use own initiative
- Excellent understanding of the need to deal with clients sensitively and to keep information confidential at all times
- Excellent ability to take on individual project work and demonstrate initiative
- Excellent numeracy and literacy skills
Pay: £21,157.50-£31,500.00 per year
Benefits:
Ability to commute/relocate:
- Sheffield, South Yorkshire: reliably commute or plan to relocate before starting work (required)
Work Location: In person
