£38000 - £42000 per annum
12 days ago
Legal PA Secretary - Probate Law for a leading law firm in the City - £42,000
Duties and Responsibilities:
- Acting as a first point of contact on behalf of the fee-earners, fielding calls, emails, correspondence and meeting requests (both internally and from clients), responding on behalf of the fee-earner, if appropriate.
- Full proactive and advanced calendar management for assigned fee-earners, including scheduling calls/meetings (ensuring all supporting papers/information are available for each meeting), looking ahead and following-up as needed to ensure best use is made of fee-earners time).
- Ensuring the fee-earners working on the case are fully prepared for all client meetings by collating required information (and input from others), preparing background information and notes as needed, supporting the follow-through of action points etc.
- To work with the client lead Partner/Legal Director and BD team to plan and deliver the Client Care programme, including meetings, mailings and events and to co-ordinate and share client related news searches.
- To develop a strong working knowledge of the Firm's billing systems, including processes, IT systems and specialist support available internally, to support the fee-earners in being able to prepare and issue timely and accurate bills to clients.
- Supporting fee-earners with monitoring and addressing unpaid bills, liaising with Credit Control as required.
- To co-ordinate the WIP lists and billing on behalf of Partners/Legal Directors, including liaison with billing team. Pro-active monitoring of time and bills against the estimate.
- To support fee-earners in the smooth running of the client/matter lifecycle, following documented procedures, and working closely with internal client on-boarding and compliance specialists to ensure all required information/documentation is obtained, issued and correctly stored on the Firm's systems. This will involve pro-actively chasing fee-earners and their clients for any missing information as well as full management of client files etc.
- Organising business breakfasts, dinners or smaller events and assisting fee-earners with expenses.
- Researching company/client information and biographies.
- Logging referrals and contacts to interaction and management of Interaction lists.
- Full management of travel and expenses for assigned fee-earners, ensuring business travel is booked via the Firm's in-house provider. This will include both routine and more complex travel arrangements, ensuring that fee-earners are provided with full itineraries, supporting materials and that business expenses are captured, approved and processed for payment in line with policy.
- Ensuring all documents are maintained and filed in line with the Firm's electronic and hard copy filing protocols.
- Prepare, amend and proofread documents (e.g. letters, reports, attendance notes, memos, emails, pitches, presentations, articles etc. ensuring these are produced to the required standards and in line with House Style, and that they are retained and filed accurately.
- If hired within the team, collaborating with Administrative Assistants to ensure that they provide support with filing and archiving, scanning, photocopying, updating contacts on Interaction and arranging couriers etc.
- Working closely with internal document/presentation experts for more specialist tasks, such as the preparation of longer or more complex documents, pitch/presentation materials etc.
- Liaising with other internal departments to obtain specialist input as needed, taking ownership of issues and following up where appropriate.
- Previous experience gained in an administrative role supporting a team in a similar professional services environment (ideally legal).
- Strong time management skills; will need to juggle a number of tasks at any given time, plan ahead, and have the ability to re-prioritise and adapt to changes in requirements.
- Previous experience managing calendars for multiple individuals, with the ability to apply judgement and common sense to ensure the best use of people's time is made, and that any potential diary clashes are pro-actively identified and addressed.
- A flexible approach to work: able to respond positively and willingly to changes to requirements, schedules, work required etc.
- Organised and methodical, and able to operate effectively within structured work processes, in particular, with compliance/quality control frameworks.
- Well-developed interpersonal skills, with the ability to work effectively with a range of people and working styles.
- A strong team player, willing to take on work for additional fee-earners and/or help with other tasks as needed in order to meet the needs of the business.
- Able to communicate effectively, with warmth and professionalism, to clients and colleagues both orally and in writing, including drafting business emails/correspondence.
- High levels of discretion, with the ability to deal effectively with sensitive or confidential information.