Part Time Legal Secretary (Mon-Wed) - Capital Markets for a leading magic circle law firm in the City - initial 6 month contract.

Role purpose
To provide the Partner and team of Fee Earners with effective high-quality PA support that appropriately meets their requirements, enabling them to focus on providing legal services and client development. In particular, support with effective diary management; all matters with regard to finance; travel arrangements; communication control (telephone, email and post); and preparation of confidential, and often complex documents and presentations.

Role and responsibilities

General PA Duties - PA support, diary management, management of calls, emails and post etc.

• Daily maintenance of diary events and organisation of the day-to-day schedule of fee earners, to include the identification and resolution of potential issues
• Coordination of meetings, to include the consideration of and responsibility for ensuring all necessary arrangements are made
• Proactive management of fee earners to ensure that they attend meetings on time and with the appropriate documents/presentations
• Respond to telephone calls in a professional manner, acting as a filter to manage and control calls
• Proactive management of emails, voicemails and general post, using initiative to route emails to the appropriate individuals for swift response and action, ensuring that tasks are followed up
• Planning and coordination of comprehensive travel programmes, to include booking flights, hotels, car transfers, and preparation of itineraries etc.
• Preparation of holiday/absence handover notes and liaison with team with regard to covering fee earner absences
• Deal/Matter Support - Coordination of file opening, client care, and end of matter details

Document Support - Preparation of client documentation and correspondence

• Type letters, correspondence, presentations, reports and legal documentation, including digital dictation if applicable
• Proofread all work to ensure that completed documents are delivered accurately and to the appropriate high standard
• Prepare and/or ensure availability of necessary agendas, presentations and meeting papers, including printing and timely distribution

Finance - Coordination and preparation of invoices and all expense claims

• Demonstrate an understanding of the end-to-end billing process and financial system
• Take responsibility for submission of expense claims on behalf of fee earners and maintenance of copies, ensuring cross-check against Corporate Amex expenditure if appropriate
• Routinely update Carpe Diem; complete and close timesheets where appropriate and prompt fee earners where necessary
• Attend WIP meeting (if appropriate) and liaise with billing team to ensure any write-offs are actioned before production of all relevant documentation
• Edit time narratives within 3E, print billing guides and prepare invoices
• Assist Revenue Controller in all aspects in relation to billing, ensuring disbursement invoices are authorised and added to the file in preparation for billing

Business Development

• Work on client pitches, to include awareness of date for submission to client; liaison with Business Development, Creative Services and Printroom for timely production of documentation
• Coordinate/organise client events and ensure all details, post-event, are followed up
• Undertake research on clients or potential clients, including putting together briefing packs as and when required
• Maintain/update EPiC experience records and events calendar; liaise with fee earners and Business Development to ensure all information is collated
• Understand and appreciate key client contacts and build relationships with PAs at key clients

The successful candidate will

• Show a proactive approach to tasks and situations
• Demonstrate a positive attitude in all aspects of the role, taking personal responsibility and ownership and behaving professionally at all times
• Maintain tact and diplomacy, trust and confidentiality
• Exhibit strong professional communication skills, both oral and written
• Build successful relationships with fee earners to identify individual requirements
• Have an enthusiastic approach to change and adapt to an ever-evolving role
• Ensure flexibility around contracted working hours, taking full responsibility for meeting the requirements of the role
• Ensure familiarity and compliance with the firms standard operating procedures and any group-specific procedures
• Take responsibility for ensuring personal development and IT skills are maintained and improved

Although this role is an initial 6 month contract, the firm are known for extending contracts or making contract staff permanent depending on the timing and requirements of the firm.