Legal PA - Tax and Restructuring Group

Job Description

Owen Reed are recruiting for a Legal Personal Assistant to join a top law firm in London.Hours 9.30am-5.30pm - hybrid workingResponsibilitiesDiary management:Ensure client meeting clashes do not occur.Partners/fee earners have all the required materials for their client meetings.Arrange meetings on behalf of partners/fee earners/clients.Ensure business travel information is entered into calendars.File management responsibilities. Opening and closing files including ensuring electronic filing systems are maintained accurately and up to date.Mailbox management with the ability to prioritise, categorise and respond to basic client requests and draft responses accordingly.Monitoring and being the gatekeeper to fee-earners mailbox in their absence.Communicate regularly with fee earners to ensure that both parties are clear on priorities and what is on the to do list.To undertake limited typing i.e urgent short documents (digital and non-digital dictation).Proactive client liaison including take messages, pass on information and deal with simple queries.Pro-actively delegate work to the relevant secretarial resource e.g Document Production team, Practice Administration to ensure that PA time is maximised and the newly introduced model is being followed.Management and co-ordination of the Partners billing and financial requirements which includes:-Proactive billing and credit control:Check Evergreen to ensure that partners / fee earners time recording is up to date - remind where necessary and remind Partners / senior associates of final billing day for the month end.Liaise with Billing for Partner WIP reports:Run WIP reports and distribute to Partners and chase Partners for client matters numbers for printing billing guides and draft invoice; andcheck with Partners/senior associates to ensure that all matters they want to invoice have been billed.Build an understanding of each clients different billing requirements to ensure that invoices are not rejected.Prepare specific draft billing narratives where required.Prepare draft letters/emails to accompany sensitive invoices, thank you letters etc.Submit invoices on behalf of Partners and respond to clients on billing issues.Build relationships with Client PAs/accounts departments to ensure that billing issues are resolved quickly.Opening new clients:Prepare and complete AML form for partner to sign:pull together correct information required for AML;liaise with client regarding additional information/documents required for AML;send AML form to risk team for approval.Prepare Engagement letter for Partner to sign.Send Engagement letter to client on partners behalf.Organisation of meeting agendas, presentations and meeting papers ensuring they are distributing to relevant fee earners to enable them to have adequate preparation time.Marketing Support:-PhotographyLiaise with Concierge to have new fee earner photos takenSaving photos in correct house style and in appropriate Marketing filesite foldersDigital/WebsiteUploading and updating content on the website including; creating lawyer profiles, blogs and briefing papersUpload photography to fee earner profiles on the websiteUpload files to the website to create links for hyperlinking in emailsProof reading and hyperlinking keywords in the text to relevant target pages on all content added to the siteBidsCollating and maintaining Master CVs for each fee-earner and sorting bypartner, director and other gradeUpdating bids credentials lists with matters from Chambers after each directories roundCredentials database - adding to it by practice and sectorBidding library - adding to it by sector and sub-sectorKey information on Risk, Insurance, International and FinancialBusiness DevelopmentInterAction - management of fee earners contact data including recording BD activities, updating marketing lists, assisting with pipeline/opportunity updatesCollating information for expressions of interests and credentials documentsProviding About Us documentsOrganising conference calls on behalf of the fee earners.Organising transport, accommodation and related documentation for international travel as required. Produce itinerary as appropriate.Assisting with workload of team members within practice group and across the firm as required.Any additional ad hoc tasks as required.Key Skills & ExperienceExperienced Legal Secretary/PA with a minimum of 3 years experience.Must possess excellent diary management, organisation and prioritisation skills.Must be able to communicate effectively and build good relationships with clients and staff within the firm.Must work well as part of a team.Must be a competent, fast and accurate typist.Must be competent at producing legal documents to a high standard.Professional telephone manner and the ability to accurately record and pass on messages.Sound technical skills in the following areas:Microsoft Office IT skills - Word, Excel, PowerPoint, Publisher, Outlook (Fieldfisher uses Microsoft 2010).Proven document or case management skills (Fieldfisher use Worksite).Proven experience of using a legal computerised finance system.Proven experience of using a Client Relationship Management system (Fieldfisher use InterAction).

Keyskills :
Document ManagementLaw FirmLegal DocumentsSecretarialSecretarial Skills