Legal PA / Secretary 6 month Contract

Job Description

Our client is looking for a Legal PA/Secretary for a 6 month contractClient DetailsA leading law firmDescriptionTo work as part of a team in the provision of executive assistant/administrative support to the Real Estate practice area in the Aberdeen office. To also assist the Real Estate practice area in ensuring the provision of an efficient and high quality service to external clients.Diary management - make and amend appointments, arrange meeting rooms, track responses and organise refreshments if requiredProactive mail box management - ensure documentation copied to client folder (as required), flag important emails and ensure they are dealt with appropriately, check lawyer inbox/voicemail when out of office/in meetings and action important/urgent emails where appropriateResponsible for drafting Letters of EngagementMust maintain knowledge of current affairs in office and be able to deal with clients and third parties on a day to day basis via e-mail, phone or in person, ensuring that accurate messages are communicated and dealt with professionally and proactivelyResponsible for ensuring all BigHand and non-BigHand tasks are complete within the required timescale set by the legal teamSetting up and maintaining data room sitesUpdate contacts and distribution lists in OutlookCompile records on an ongoing basis and update/correct when necessary, produce weekly/monthly reports with progress and status of accountsFile documents in appropriate location both electronically and where appropriate in hard copyOrganise opening and closing of files and papers when necessaryAssist with post-transaction administrative tasks including ordering searches, completing registrations, testing clauses, monitoring and chasing up landlord signatures, following dictation to complete SDLT forms, documentation sweeps, preparation of bibles and inventories, extranet management and monitoring accounts for small balancesOrganise and complete expense claim forms and pay invoices in compliance with office internal procedures. Follow up process with relevant practice area through to completion.Complete appropriate cash forms as requiredPrepare draft forms, letters and documents for signaturesAttend team billing meeting if required, produce Aderant billing report, prepare bill narratives, move time on the instruction of the solicitor, arrange for bills to be sent to clients, maintain responsibility for monthly printouts and liaise with cash room as per client balances on the instructions of the solicitor.Collect necessary receipts and information from legal colleagues and create expense form.Business development administrative tasks including assisting with the tenders and team sheetsComplete mail merges when requiredSource travel and accommodationMinute taking where appropriateResponsible for monitoring and updating profiles on social media websitesIf required carry out electronic comparisonsIf required type up any PowerPoint presentations as and when required using Brodies formats and ensuring relevant quantity printed out, together with any handouts, in readiness for seminars.If required type and amends all client correspondence and legal documents to a high standard; in compliance with Brodies preferred document stylingLiaise with legal document specialist to ensure legal colleagues deadlines are metParticipate in the rota for lunchtime cover and provide assistance during holidays/absenceProvide assistance to other executive assistants in the Real Estate team as required and under the direction of the secretarial engagement managerUndertake ad hoc administrative tasks when necessary under the direction of solicitorsBe aware of Brodies information security policies, and protect information assets from unauthorised access, disclosure, modification, destruction or interference at all timesProfileThis position is demanding so the successful candidate should be used to working under pressure, often with tight deadlinesThe ability to use initiative is essentialGood communication skills and confident in dealing with people at all levelsA strong team playerAbility to maintain flexibility regarding tasks and workloadPresents a professional image to clients and other external organisations at all timesSeeks out opportunities to provide a more efficient and proactive service to legal colleaguesThe successful candidate will be required to be flexible regarding working hours as from time to time it will be necessary to complete work during lunchtime or after 5pmWorking practices and executive assistant allocations within the practice area will change from time to time and the successful candidate should have an open and flexible attitude to changeJob OfferA competitive salary and excellent working environment