Business Support Assistant

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Our people at JLL and JLL Technologies are shaping the future of real estate for a better world by combining world class services advisory and technology for our clients. We are committed to hiring the best most talented people and empowering them to thrive grow meaningful careers and to find a place where they belong. Whether youve got deep experience in commercial real estate skilled trades or technology or youre looking to apply your relevant experience to a new industry join our team as we help shape a brighter way forward.

Role Purpose

We are excited to offer a new opportunity for a Business Support Assistant to support the UK legal team. This role involves providing comprehensive business and administrative support to the UK Legal Team and the wider EMEA Legal leadership team fostering meaningful connections with internal stakeholders across the business. The ideal candidate will thrive in a fast-paced complex environment demonstrating adaptability resilience and a proactive approach to problem-solving.

Key Accountabilities and Deliverables

Manage the Commercial Legal In-take System:

• Monitor the Legal in-take system

• Ensure all requests sent through the Legal in-take system are allocated to the appropriate lawyer in a timely manner

• Escalate all unallocated requests

• Efficiently manage emails and as appropriate respond to queries from relevant business teams regarding the Legal in-take system

• Act as the main point of contact for stakeholders utilising the Legal Intake System

Assist Litigation in management of the Litigation tracker:

• Complete new matter templates and upload to platform

• Produce reports

• Complete templates for closure of matters

Assist in the maintenance of the UK Legal Intranet Content and Precedent Agreements:

• Complete templates for closure of matters

Event & Visit Coordination:

• Plan and manage UK Legal team quarterly meetings EMEA and Global Legal Team member visits townhalls and operational site events including logistics technology setup hosting and hospitality

• Plan and manage UK Legal team annual training Roadshow across UK offices

• Arranging client and staff entertainment

Diary Management & Prioritisation:

• Oversee and prioritise diary arrangements for internal and external meetings ensuring all commitments are met punctually

• Manage travel and accommodation logistics ensuring the Legal Team is fully prepared for each engagement

• Anticipate and adapt to changes in the schedule rescheduling and addressing conflicts to maintain a seamless workflow

• Manage expense and travel claims

Document & Briefing Preparation:

• Collate and prepare meeting papers quarterly updates and operational briefings in a timely manner

• Manage UK Legal team archiving

Operational Liaison:

• Act as a liaison on behalf of the UK legal team with internal and external partners and suppliers as required

• Assist with submission of annual lawyer subscription renewal

Partnership with UK Ops LT:

• Assist with submission of annual lawyer subscription renewal

Collaboration with Executive legal leadership team business supports:

• Assist with submission of annual lawyer subscription renewal.

Documentation & Organisation Charts:

• Ensure correct filing of relevant legal documentation and maintain accurate organisation structure charts for legal team

Attributes Competencies Knowledge and Skills:

• Strong computer literacy particularly in Microsoft Office (Outlook Teams PowerPoint Word Adobe Sign)
• High level of accuracy and meticulous organisation
• Exceptional prioritisation and decision-making skills with the ability to balance competing demands
• Ability to handle sensitive and highly confidential information with discretion
• Level 5 GCSE English and Maths
• Ability to build strong trusted working relationships across all levels of the organisation and externally
• Gravitas; able to hold leadership accountable
• Qualified Legal Secretary or someone with extensive experience in legal environment
• Knowledge of Legal Tracker Net-Documents

Location:

If this job description resonates with you we encourage you to apply even if you dont meet all the requirements. Were interested in getting to know you and what you bring to the table! If you require any changes to the application process please email or call 44(0) to contact one of our team members to discuss how to best support you throughout the process. Please note the contact details provided are to discuss or request for adjustments to be made to the hiring process. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.

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