About MSB Solicitors:

MSB Solicitors is a leading law firm with a strong reputation for delivering exceptional residential and commercial conveyancing services. Our firm is dedicated to providing outstanding legal expertise while fostering a supportive and collaborative work environment. We are currently seeking a highly organised and proactive Personal Assistant to support the Head of Commercial Property in our dynamic property department.

Job Overview:

As the Personal Assistant to the Head of Commercial Property (Director), you will play a crucial role in ensuring the smooth operation of the department. You will provide comprehensive administrative and organisational support, enabling the Head of Commercial Property to focus on strategic and client-facing responsibilities. This role requires a high level of professionalism, discretion, and the ability to manage multiple tasks efficiently.

Key Responsibilities:

Administrative Support:

·       Manage the Head of Commercial Property’s calendars, scheduling meetings, appointments, travel arrangements and expenses.

·       Prepare and organise meeting agendas, take minutes, and ensure follow-up actions are completed.

·       Draft, format, and proofread correspondence, reports, and other documents including drafting transactional documents on behalf of the Head of Commercial Property.

·       Handle incoming communications, including emails, phone calls, and mail, ensuring timely and appropriate responses.

Workflow Management:

·       Assist in coordinating and prioritising the Head of Commercial Property’s daily tasks (client and managerial work), ensuring that deadlines are met and urgent matters are addressed promptly.

·       Maintain an organised filing system for both electronic and paper documents, ensuring easy access to important information.

·       Assist with the preparation of materials for client meetings and internal reviews.

Client Onboarding:

·       Serve as the point of contact for new clients, guiding them through the initial stages of the onboarding process.

·       Manage the onboarding process, ensuring that all necessary documentation and information is collected accurately and promptly.

·       Conduct initial consultations with clients to understand their needs and expectations, providing clear explanations of the conveyancing process and timeline.

Documentation and Compliance:

·       Prepare and send client care packs, terms of business, and other relevant onboarding documents.

·       Ensure all required client identification and compliance checks (e.g., Anti-Money Laundering, Know Your Client) are completed in accordance with legal and regulatory standards.

·       Maintain accurate records of all onboarding activities and documentation, ensuring compliance with firm and industry regulations.

·       Conduct Land Registry searches, Companies House searches and prepare online applications.

·       Organise title documents, engrossments, and contract packs.

·       Manage SDLT submissions, post completion administration and assist the firm’s dedicated post completion team with requisitions.

Client and Stakeholder Liaison:

·       Serve as a key point of contact for clients, colleagues, and external stakeholders on behalf of the Head of Commercial Property.

·       Coordinate and facilitate communication between the Head of Commercial Property and other members of the property team.

·       Arrange and manage client meetings, ensuring all necessary materials and information are prepared in advance.

Confidentiality and Discretion:

·       Handle sensitive information with the utmost confidentiality and discretion.

·       Ensure all communications and records are managed in compliance with firm policies and legal requirements.

Qualifications and Experience:

Essential:

·       Proven experience as a Personal Assistant, Executive Assistant, or in a similar administrative role, ideally within a legal or professional services environment.

·       Strong organisational skills with the ability to manage multiple tasks and priorities effectively.

·       Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and familiarity with office management software.

·       Proficient with Microsoft Teams.

·       Excellent written and verbal communication skills.

Desirable:

·       Previous experience in a property or conveyancing department.

·       Knowledge of legal terminology and processes, particularly in residential and commercial conveyancing.

Skills and Competencies:

·       High level of professionalism and discretion.

·       Strong attention to detail and accuracy in all tasks.

·       Ability to work independently and proactively.

·       Excellent time management skills, with the ability to prioritise and meet deadlines.

·       Strong interpersonal skills, with the ability to build and maintain relationships with clients, colleagues, and external partners.

Benefits:

·       Competitive salary based on experience.

·       Opportunities for professional development and career advancement.

·       A supportive and collaborative work environment.

·       Access to ongoing training and resources.

MSB Solicitors is an equal opportunity employer, committed to fostering a diverse and inclusive workplace. We encourage applications from candidates of all backgrounds.

Application Process:

Interested candidates are invited to submit their CV and a cover letter detailing their experience and suitability for the role. Applications should be sent to hr@msbsolicitors.co.uk by 03.09.2024.

This job description outlines the primary responsibilities and qualifications for the role of Personal Assistant to the Director and Head of Property. It may be subject to change as the needs of the department and firm evolve.