This is a fantastic opportunity for Legal PA to join our Corporate Department on a 3 month fixed term contract working 3 days per week (Wednesday, Thursday and Friday), providing first class professional Legal PA support to a number of fee earners.
The Legal PA will be an integral part of a busy department and will work principally for named fee-earners, but also as part of the EA/PA team with shared responsibilities. Team members will be expected to prioritise, share tasks and provide absence cover when appropriate to meet business needs.
We're looking for an experienced Legal PA that can prioritise and delegate effectively, with good communication, organisational skills and the ability to work well and calmly under pressure in a fast paced role.
Main responsibilities of a Legal PA
- Proactively manage and maintain fee earner diaries, making appointments and co-ordinating internal meetings and external client meetings including the booking of meeting rooms, video conference facilities, refreshments, restaurants, taxis etc, ensuring fee earners keep to schedule and that all necessary materials are to hand.
- Making extensive travel arrangements (domestic and foreign, including completing and submitting visas), producing detailed itineraries and ensuring expenses claimed are completed.
- Management of fee earners' inboxes when they are out of the office, monitoring and responding to post/emails, prioritising correspondence to enable fee earners to focus on urgent matters and using initiative to route emails to the appropriate individuals for swift response and action; wherever possible, responding to and filing emails into iManage.
- Communicate with clients to support our client relationships and be able to deal with client queries.
- Respond and deal with external or internal telephone calls and queries in a professional manner, taking clear and concise detailed messages.
- Attend meetings to take minutes, including recording relevant action points and working with fee earners to action these.
- Assist with client on-boarding including drafting engagement letters, and obtaining KYC and monies on account.
- Manage the workflow to our Document Production Centre ensuring dictations and documents are submitted and returned in a timely manner.
- Document amendments, comparisons and proof reading all work to ensure consistent accuracy and high standard.
- Typing and drafting where appropriate.
- Take responsibility for and leads on departmental and firm initiatives, including on BD and other internal initiatives, as requested by fee earners.
- Preparation of account forms e.g. Chaps payments.
- Coordinate the end-to-end billing process and Elite 3E financial reporting; assisting fee earners by liaising with the billing team, producing the relevant documentation and reports, and prompting fee earners to complete all necessary paperwork etc. Assisting with debt management.
- Bundling both electronic and hard copy (copying, compiling, preparing an index, paginating).
- Working with the BD team and fee earners to assist with pitch preparation, management of BD mailings, and coordinating responses and BD events.
- Small volume photocopying and scanning, file opening and closure, collating and indexing legal documentation.
- Ensuring any paper/electronic filing and archiving required are kept up to date.
- Undertaking research using the internet, databases etc.
- Maintaining the stationery supplies and ensuring the areas are kept tidy.
- Delegating appropriate tasks to the Team Assistant.
- Support to other EAs and PAs where required, especially during any absence.
- Using initiative to take responsibility of administration that will assist the fee earners.
About you
- Experience in a demanding deadline-driven, high performing legal team.
- Extremely well organised with excellent diary management and time management skills. Having support senior fee earners, including partners in your previous roles.
- Flexible with time - willing to work beyond contractual hours when required.
- Good knowledge of Microsoft packages such as Outlook, Word, Excel and PowerPoint.
- Excellent oral and written communication skills.
- Excellent diary management, organisational and time management skills.
- Effective and professional telephone manner.
- Excellent attention to detail.
- A proactive client service orientated approach.
- Leads by example and is seen as a role model.
- Displays discretion when dealing with sensitive information.
- Proactive, flexible and self-motivated.
- A strong team player.
- Experience with BigHand, Elite 3E, iManage and Docusign would be advantageous.
Additional Information / Systems Used
- iManage
- Microsoft / Windows 11 suites e.g. Outlook, Word, PowerPoint, Excel, Teams
- BigHand
- SmartForms
- Elite 3E
- InTapp Time
- One Place (CRM)
- ChromeRiver
- PDF Docs/Acrobat Reader/Bundledocs
- Docusign
- HubShare