Bilingual English-Spanish Legal Secretary

Job description

About De Pinna:

 

De Pinna Notaries is a leading specialist Notarial practice with a history spanning 250 years. Located in the City of London and the West End, De Pinna has an enviable client portfolio comprising around a third of the FTSE 100, some of the largest multinational companies, and high net worth individuals.

 

Role: Notarial Assistant

 

Location: Southwest House, 11a Regent Street St. James’s, London SW1Y 4LR

 

Reporting to: West End Office Partner

 

Working Hours: Monday – Friday 9:30am – 5:30pm (with flexibility around these times to meet deadlines and requirements of the role). This is an office-based role.

  

The Role:

This is an exciting opportunity to join our fast-paced firm as a Legal Secretary/Notarial Assistant to provide administrative and clerical support to a Partner and other fee earners as required. You will be working in a very busy legal (notarial) environment which will involve the management of notarial files: liaising directly with clients, assisting in the notarisation of legal documentations, ensuring the CRM system is updated and billing is actioned.

 

Key Responsibilities:

1.  Client interaction

• Provide excellent service to clients, both internal and external, in a timely and professional manner, presenting a positive image of the firm at all times.
•  Effective administrate support through diary management, booking appointments, client liaison, responding to emails, dealing with post, photocopying, and preparing correspondence.

2. Notarisation of documents

• Assist in drafting, preparing and reviewing of documents for notarisation, legalisation and/or translation.
•  Manage the maintenance and tracking of all files.
• Prepare AML documentation and obtain relevant documentation from clients in a timely manner.
• Check all files are accurate and completed within the agreed deadlines.

 

3.  File management

• Ensure all information is entered accurately and promptly in the CRM system.
• Maintain accurate records of all notarised documents and files in the CRM system.
• Ensure data is only retained as per firm guidelines.

4.  Financial Management

•   Understand and follow billing arrangements.
•  Support notaries in billing on a daily or weekly basis.

5.  Practice Management

•   Comply with the Firm’s Policies and Procedures and adhering to professional standards.

 

Experience Required:

 

Essential

• Secretarial experience.
• Fluent (native/near native level) in both English and Spanish, both spoken and written.
• Fully computer literate with good knowledge of various software packages e.g. MS Office.
• The right to work in the UK.

 

 

Desirable

•  Practical experience of working in a legal office environment.
• Working knowledge of Spanish
• Knowledge of Microsoft Dynamics 365.

 

 

Key Skills and Personal Attributes to include:

 

• Ability to work under pressure and meet deadlines, completing high volumes of work on a daily basis.
• Self-motivated professional, able to organise own workload with minimum supervision.
• Ability to manage time and effectively prioritise assigned tasks.
• Strong verbal and written communications skill.
•  Must have a keen eye, with very good attention to detail, accuracy and quality of work.
• The ability to build and maintain working relationships.
•  Demonstrate high degree of integrity and confidentiality.
• Ability to work as a part of a team or independently in a proactive and responsible manner.
• Ability to take constructive feedback on board and a strong desire to learn.
• Excellent problem-solving skills and demonstrate sound judgement and good decision making when dealing with problems.
• Business acumen and commercial awareness.

 

Extra information

Status

Open

Education Level

Secondary School

Location

London

Type of Contract

Full-time jobs

Published at

01-03-2026

Full UK/EU driving license preferred

No

Car Preferred

No

Must be eligible to work in the EU

No

Cover Letter Required

No

Languages

English