Legal PA – Private Client

AJ Chambers are working with a top International Law Firm who has an exciting opportunity for a Legal PA with previous Private Client experience to join them in the City of London.

Roles and Responsibilities:

Project Co-ordination

·        Distribute and co-ordinate appropriate support for specific client projects

·        Set up processes for client matters through liaison with Partners, Fee Earners and client contacts

·        Support Partners, Fee Earners and the Business Development and Marketing Teams with preparation of pitches, presentations and events and with other projects and tasks

·        Identify and act upon process improvements across the team to enhance both internal and external client services

Client Relationship Management

·        Ensure that all client related correspondence is received by the appropriate Partner or Fee Earner

·        Enter and ensure accuracy of client information on the Client Relationship Management system, currently InterAction

·        Arrange client meetings and ensure efficient responses to written and verbal client queries

Communication

·        Take internal and external telephone queries, responding as appropriate and ensure that all messages are passed on in a timely manner

Financial

·        Assist Partners and Fee Earners in ensuring time recording is up to date and captured in a timely manner

·        Liaise with the appropriate Finance team in relation to invoices, expenses, client billing and accounts

·        Process invoices and expenses on the online system, currently Chrome

·        Assist the billing and credit control processes and liaise with the Finance team in relation to these to ensure a consistent and efficient approach

·        Produce standard financial and time reports through the system

Administrative

·        Participate in distribution of work and monitor progress of work allocated to Client Service Administrators to ensure tasks are completed in a timely manner

·        Monitor and track all tasks and prioritise accordingly

·        Diary management and coordination to ensure Partners and Fee Earners receive regular updates on meeting arrangements

·        Take responsibility for room booking and meeting coordination, including confirmation of attendees, arranging relevant technology, refreshments, and catering

·        Ensure travel bookings are completed and that relevant information is submitted and communicated in advance

·        Arrange for the photocopying, scanning, printing and filing to be carried out by the team

·        Arrange for files to be opened, closed and maintained

·        Supervise Client Services Administrators’ record keeping and general filing tasks

Other Duties and Responsibilities

·        Provide cover for the Client Document Executives as necessary (for example during periods of heavy workloads, holiday or sickness periods)

·        Short dictations and basic amendments and document updates

·        Conflict searches, file opening and risk assessment forms

·        Drafting letters of engagement

·        Updating and maintaining integrity of information held in Outlook, InterAction and 3E

·        Any other duties as reasonably requested by Partners, Fee Earners, Client Services Leads or the Internal Client Services Manager

·        Comply with all relevant legal and regulatory obligations including the Solicitors Regulation Authority (SRA) Standards and Regulations, and Principles.

Person Specification

·        Accurate typing speed of at least 60 words per minute

·        Advanced knowledge and experience of using Software including all Microsoft Office packages

·        Experience of using Practice Management systems

·        Previous experience in a Litigation team will be advantageous

The role will offer a competitive salary and hybrid working.

For further information please contact Ella or Jess to discuss in more detail.