Position Summary

The Administrative Support Officer – Legal  will support the daily operations of a legal office in Lisbon, with a strong focus on organisation, management, control of client correspondence and Lawyers support. This role is essential to ensuring that all physical and digital records are accurately prepared, organised, and readily available for legal and administrative processes.

The position also provides administrative support to lawyers, manages correspondence, and ensures compliance with internal procedures, confidentiality standards, and legal requirements.

Key Responsibilities

1. Client Documentation & AIMA Appointment Support

• Organise, prepare, and validate client documentation required for AIMA appointments.

• Ensure all files are complete, up to date, and correctly structured prior to submission or appointment dates.

• Support the legal team in tracking documentation status and appointment-related requirements.

2. Document Management & Archiving (Digital & Physical)

• Manage and maintain both digital and physical client files, ensuring proper classification, naming conventions, and version control.

• Scan, digitalise, and upload documentation to internal platforms (e.g. SharePoint or equivalent systems).

• Ensure documents are sent securely to Porto's Archive, easily retrievable, and compliant with internal policies and legal retention requirements.

• Support the lifecycle management of documents, including archiving and, where applicable, controlled destruction.

3. Administrative Support to Legal Team

• Provide administrative assistance to lawyers, including document preparation, filing, and organisation of case-related materials.

• Assist with preparation for Lawyer's AIMA appointments schedule.

• Support internal workflows related to client case management.

4. Correspondence & Communication Management

• Receive, register, and distribute incoming and outgoing correspondence (physical and digital).

• Ensure timely handling of communications with between internal teams and clients.

• Maintain accurate records of correspondence related to each client or case.

5. Operational & Office Support

• Assist with general administrative tasks necessary for the smooth operation of the legal office.

• Support internal teams in locating, retrieving, and organising documentation.

• Identify opportunities to improve document organisation, filing processes, and administrative workflows.

• Ensure strict compliance with confidentiality, data protection, and legal standards in all activities.

Required Skills & Qualifications

Technical Skills

• Experience in administrative support, document control, or legal office administration.

• Strong knowledge of digital and physical document management practices.

• Proficiency with SharePoint or similar document management platforms.

• Ability to organise and manage multiple client files simultaneously.

Soft Skills

• High attention to detail and strong organisational skills.

• Ability to prioritise tasks and manage deadlines effectively.

• Clear communication skills and a collaborative, service-oriented mindset.

• High level of discretion and professionalism when handling sensitive legal information.

Education & Experience

• Secondary education (high school diploma) required; additional training or education in Administration, Legal Studies, or Information Management is an advantage.

• Previous experience (1–2 years) in legal administration, back-office support, or document management is preferred.

Additional Advantage

• Qualification as a lawyer, solicitor, or similar legal professional, with the ability to certify copies and signatures on official documents, will be considered a strong asset.