Legal PA - Corporate/Commercial/Shipping Transactions
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Location
City of London
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Sector:
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Job type:
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Salary:
£43000 - £45000 per annum
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Contact:
Lee Laming
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Contact email:
lee@jmlegal.co.uk
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Job ref:
LL/SHTR/SAN_1717066324
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Published:
9 months ago
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Expiry date:
2024-06-29
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Consultant:
ConsultantDrop
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.
