Job Details

We are currently recruiting for an experienced Legal PA with strong experience in Corporate, for a role at a top 100 London law firm.

The role is to provide all aspects of general administrative support including, but not limited to, diary management, travel planning, expenses, maintenance of calendars and contact lists, management of client files and folders, filing, photocopying, arranging couriers and managing fee earners’ contact lists.

Proactive and advance monitoring of fee earner diaries, reminding fee earners of diary commitments and taking responsibility for ensuring that they have all supporting paperwork and information for each meeting or appointment and planning and scheduling internal/external meetings and conference calls

Dealing with telephone enquiries, managing client enquiries/requests for meetings and taking accurate messages or assisting where possible. And overseeing and prioritising incoming email, post and voicemail, acknowledging receipt and responding on behalf of the fee-earner.

Prepare and type, proofread and amend documents, either from dictation, general instruction or by personal drafting. Documents will include letters, reports, attendance notes, memos, faxes, and emails, ensuring that all copies (electronic and paper) are retained and filed accurately

Preparing presentation slides and materials for internal/external meetings and seminars in the Firm's house style

Create files and manage the filing system for fee earners (paper and electronic) by ensuring all relevant documents are sorted and accurately filed and when required, archiving and managing closed files.

Maintain extensive billing records, prepare billing guides and assist with the monthly billing process, liaise with credit control regarding outstanding / unpaid bills. Also maintain and update Client Matters and numerous spreadsheets. Checking accounts system for monies on account and whether bills have been paid

Opening and closing of files including completing conflict checks, preparation of client engagement letters, collating all the relevant information required and updating client files regularly

Liaising with support departments to resolve problems on fee-earner's behalf, taking ownership of the issue and following up where appropriate

Proactively managing all tasks related to administrative support

Provide assistance to other Partners and fee earners during the absence of other secretaries in the team, as and when required.

The ideal candidate for this role will have the following skills and personality traits:

Strong PA/secretarial skills

• Strong background of working in a corporate department in Private Practice highly desirable
• MS Office package knowledge is required specifically PowerPoint, Excel & Word
• A positive "can do" attitude
• A willingness to take on additional tasks and assist others when required
• Ability to work with people of all levels of the business and handle all responsibilities with a high level of diplomacy and professionalism
• An ability to work under pressure, prioritise, multitask and balance various work requests
• A self-starter with a team focussed approach
• Demonstrable potential to be strong and positive role model for business support
• Excellent attention to detail and organisational skills
• Ability to work independently and as part of a team and to effectively manage own workload
• Personable and confident, able to build relationships with partners/ key stakeholders
• Resilient and calm under pressure