Personal Assistant

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Requirements:

• PA experience is essential
• Experience of working in a law firm ideally within Private Client
• Exceptional standard of written and verbal communication
• Proficient multi-tasker
• Competent with the Microsoft Office suite and all forms of technology
• Team player
• Excellent interpersonal skills
• Solutions focused
• Have a high level of confidentiality and integrity
• Exceptional attention to detail

Responsibilities:

• Proactively managing busy diaries for both partners and fee earners
• Answering telephone calls in a timely fashion, taking clear and detailed messages
• Organising internal and external meetings
• Liaising with clients via email, telephone and in person and acting as a point of contact in keeping with the firm’s standards for client care
• Assisting fee earners in the billing and credit control process.
• Generating accurate billing reports, draft bills, and accompanying letters in a timely manner
• Assisting fee earners with finance tasks, namely requesting cheques, CHAPS/BACS payments, bank transfers and paying in money received, as appropriate
• Ensuring accurate and timely use of client systems to facilitate matter opening, maintenance, closure and archiving
• Maintaining up to date client records on the firm’s client relationship management tool, including client contact details, client specific requests in relation to billing and bill formats, details of other parties etc in line with the firm’s policy and processes
• Co-ordinating fee earner movements and making travel arrangements
• Managing the client and matter inception process ensuring files are opened in a timely manner in accordance with the firm’s policies
• Managing the process of submitting expenses in a timely manner
• Co-ordinating the completion of document production (including digital dictations/manuscript amendments), e-filing and file management, photocopying and scanning services, organising couriers, sending out of letters/faxes etc
• Managing the production of official documents including bundles, court papers, powers of attorney, wills and relevant documents
• Drafting documents from precedents
• Actively participating in all relevant training
• Demonstrating flexibility with working practices/processes in line with the business need, especially in times of pressure/ high workload
• Assisting other members of the department, both proactively and at the request of the team leader and work effectively with other legal and support departments as required