Kennedys is looking for an Administrative Assistant to join our busy team in Madrid. The successful Administrative Assistant will provide proactive and efficient administrative support to the Madrid office, working alongside a team of Partners, Lawyers and Business Services team.

This is an exciting opportunity for an ambitious and motivated individual looking to further their career within a growing global law firm.

Key responsibilities

• Welcome clients and visitors to the office.
• Manage the reception including answering calls, scheduling meetings, preparing rooms for meetings, coordinating deliveries to and from the office.
• Maintain collective office diary ensuring that all meetings and other appointments (in and out of the office) are entered.
• Receive, sort and distribute incoming mail and transmit and receive copies of documents electronically. To prepare for despatch outgoing/internal mail including via local and international couriers.
• Manage storage and retrieval of client files and document destruction in line with the firms filing system and archive policy.
• Manage, prepare and lodge bundles, court and other filings as instructed by fee-earners including printing, copying and binding tasks as appropriate.
• Handle the scanning and printing of documents and construction of internal client “working” files.
• Complete template documentation and similar in relation to the preparation of court and other filings as directed by fee-earners.
• Subject to appropriate training, to retrieve legal authorities and texts from online sources and the library at the request of fee-earners.

Required experience

• Previous experience as a Receptionist/Secretary is required. Prior experience in a legal industry would be highly desirable.
• Fluency in written and spoken English is essential.
• Strong organisational skills.
• Can do attitude.
• IT skills will be highly valuable in this role and experience using Microsoft 365.
• Committed, enthusiastic and innovative.
• Ability to work at speed and balance a wide range of activities at any one time.
• Excellent attention to detail.

Please let us know if you require any additional support or adjustments to be made in order to submit your application to Kennedys.