Legal PA – Private Client and Family Team

AJ Chambers has a great opportunity for a Legal PA to join a top International Law Firm based in the City of London.

The position will sit within the Private Client team, with a particular focus on diary and inbox management.

The Role:

• 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
• Take an active role in relationship management and client care
• Enter and ensure accuracy of client information on the Client Relationship Management system, currently
• Communicate with external clients both independently and upon instructions from Partners and Fee Earners
• Arrange client meetings and ensure efficient responses to written and verbal client queries
• Check to ensure clients terms of business in place as soon as file opened and to follow up with Fee earners accordingly

Communication:

• Take internal and external telephone queries, responding as appropriate and ensure that all messages are passed on promptly
• Liaise with relevant Business Resource teams on behalf of Partners and Fee Earners
• Liaise with the Client Service Lead over planned absences, arranging cover as necessary and communicating this to the relevant Partners and Fee Earners

Financial:

• Assist Partners and Fee Earners in ensuring time recording is up to date and captured promptly
• Liaise with the appropriate Finance team with 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 about 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 promptly
• 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
• Use effective systems to ensure both short and long term tasks are completed within required timescales

Other Duties & Responsibilities:

• Assisting other members of the team, both proactively and at the request of the Client Services Lead
• 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
• Minor document production amendments and assistance
• Working effectively with other legal and Business Resource teams as required
• Any other duties as reasonably requested by Partners, Fee Earners, Client Services Leads or the Internal Client

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

The role will offer hybrid working and a competitive salary

For further information please contact Ella Britton