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Legal PA - Corporate/Commercial/Shipping Transactions

  • Location

    City of London

  • Sector:

    Legal PA & Secretarial

  • Job type:

    Permanent

  • Salary:

    £43000 - £45000 per annum

  • Contact:

    Lee Laming

  • Contact email:

    lee@jmlegal.co.uk

  • Job ref:

    LL/SHTR/SAN_1717066324

  • Published:

    14 days ago

  • Expiry date:

    2024-06-29

  • Consultant:

    Lee Laming

Recruiting for a Legal PA to join the London Transactional Shipping/Corporate/Commercial team of a leading international law firm supporting Partners and Legal Directors.

This role will be working alongside 1 other Legal PA supporting a team of Partners, Legal Directors, Senior/Associates and Paralegals dealing with Transactional Shipping law. Although working in the Shipping department the firm will consider experience from a Commercial or Corporate background.

Duties:

Client relationship management:

  • Support lawyers in marketing and BD activities, including:
  • Enter new contact information onto the CRM system (InterAction) and keep the data up-to-date;
  • Ensure that lawyers' client activities and PD reports are recorded on the CRM;
  • Keep lawyers' bios up-to-date;
  • Create first draft speaker profiles for particular events;
  • Assist BD with capability statements and pitches;
  • Assist BD with client events: create mailing list, invitations (Vuture), monitor responses; source corporate event suppliers; set up webinars;
  • Open and close cases in compliance with case management procedures (IntApp);
  • Become an active part in the care of clients and be wholly familiar with contacts/clients;
  • Deal with basic client queries and general administration;
  • Arrange client meetings.

Financial:

  • Assist lawyers in ensuring their time is recorded properly and entered onto the system on a daily basis;
  • Chase and post disbursements, eg. counsel fees, on practice management system (Elite 3E);
  • Assist lawyers in the billing and credit control process by liaising with the lawyer and Revenue & Collections team to produce standard financial/time reports through the system;
  • Send bills to clients and record dates of bills sent on practice management system;
  • Request cheques, bank transfers and pay in money received, as appropriate;
  • Reclaim BD expenses.

Administration:

  • Manage diaries, ensuring they are up-to-date, and remind lawyers of meetings, etc. on a daily basis;
  • Arrange meetings, book conference rooms (Condeco), refreshments/catering, check room set-up prior to meetings and liaise with other attendees, both internal and external;
  • Liaise with Learning & Development Department regarding CPD;
  • Arrange subscriptions/renewals of professional memberships;
  • Arrange for travel bookings and related details, including travel itineraries and expenses;
  • Arrange scanning, photocopying, printing, organising couriers, sending out of letters, etc;
  • Arrange for documents to be eSigned (DocuSign);
  • Arrange for files to be opened and closed; general filing requirements (Work Panel) and record-keeping;
  • Use effective systems to ensure that both short and long-term tasks are completed within required timescales.

Communications:

  • Take internal and external queries, responding as appropriate and/or ensuring that all messages are passed on in a timely manner;
  • Monitor post and/or e-mails and deal with as appropriate and ensure that all client-related correspondence is passed on to an appropriate fee earner if the relevant person is out of the office;
  • Liaise with business support departments on behalf of lawyers as required;
  • Liaise with the Team Leader regarding arranging cover for planned absences, as necessary and communicating this to the relevant fee earners.

Document production:

  • Draft standard letters, eg. client care letters, as and when required;
  • Check that correspondence, attachments, documents, reports, presentations, etc. produced by the Document Production team are returned in good time and undertake basic/minor amendments where appropriate;
  • Type urgent/short/confidential correspondence;
  • Produce and maintain Excel spreadsheets as required.

Team Work:

  • Assist others in the Group, both proactively whenever there is spare capacity or it is evident that a colleague needs assistance with their workload and at the request of the Team Leader;
  • Provide cover for colleagues;
  • Pick up telephone calls for other members of the Group when they are away from their desk;
  • Work effectively with other legal and business services departments as required.