To provide effective and efficient PA, administrative and secretarial support to fee earners in the Property Division.
Client Details
Sucessful business within professional services
Description
- Accurately produce correspondence, documentation (including any related matters e.g. mailslips, forms, couriers etc) and presentations, utilising efficiently relevant software.
- Carry out client and matter opening and closing using and in accordance with the firm's processes and procedures, including liaising with Finance and AML teams, carrying out and recording the outcome of conflict checks and producing letters of engagement.
- Diary management checking weekly, monthly and annual commitments in advance and responding to enquiries relating to availability, including room booking, catering, IT support and communication with attendees, as required.
- Manage email accounts, including review of partner inboxes and inboxes of all fee earners on holiday or otherwise absent (including travelling) and e-mail storage and file management.
- Manage attendance, rooms and technology and attend and take notes for all Team Meetings and assist in ensuring fee earners complete agreed tasks.
- Carry out Active Matter reviews with fee earners in connection with regular billing and payment of invoices.
- Manage process for producing invoices (at month end and otherwise as required) and sending these to clients. Completion of all required information for clients' fee portals
- Dealing with queries regarding invoices, including managing and obtaining client purchase orders where applicable.
- Undertake filing/scanning.
- Arrange and, as necessary, assist with photocopying/binding.
- Deal with clients and contacts and assist/redirect as required.
- Plan and manage (including creating itineraries and updating diaries with relevant details) travel and hotel arrangements and reclaim expenses.
- Manage contact information for clients and contacts (including updating CMS/Marketing database).
- Undertake ad hoc administration e.g. organising team training, as required.
- Check FlowMatrix for fee earners daily (ensuring document distribution, saving and naming protocols are followed).
- Manage the team's paper storage - including indexing; local storage; off-site storage etc.
- Liaise with support teams e.g. Finance, Facilities, Reception, Marketing and Communication, IT.
- To provide support to the wider PA group, including other divisions and offices, as and when required.
Profile
- Strong organisation skills
- Attention to detail.
- Previous experience as a PA / executive assistant
- Demonstrates appropriate range of legal knowledge and, with assistance, can identify issues outside their expertise and seek appropriate assistance.
- Demonstrates initiative to obtain relevant information to complete tasks.
- Produces a solution best addressing the client's requirements, with guidance.
- Demonstrates potential to display effective spoken and written advocacy skills.
- If appropriate, seeks to comply with formalities required in connection with spoken and written advocacy and deals with witnesses and opposing arguments effectively
Job Offer
- A competitive salary up to £30,785pa DOE
- A supportive and collaborative work environment in Edinburgh City Centre (Hybrid).
- Opportunities for professional growth and development.
- Full-time, permanent position in the Professional Services industry.
- An inclusive and diverse company culture.