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Legal PA - Commercial, IP and Technology

63562
£38,000
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Ella Britton

AJ Chambers are assisting an award-winning international law firm who provide the very highest quality of service to their clients whilst enabling its people to achieve professional fulfilment in a supportive, inclusive, and enjoyable working environment.

This role will provide high quality, comprehensive personal assistant/secretarial support to lawyers in the Commercial, IP & Technology department. You will proactively contribute to the department, and ultimately, the Firm's success by actively seeking to improve working processes, anticipating the needs of clients and colleagues, and facilitating flexible and efficient workflow management.

As a PA the expectation is that you will demonstrate the key characteristics described below. These areas of focus are aligned with the needs of those supported by every PA in the Firm. While the descriptions are not exhaustive, they provide an overview of the fundamental expectations that the Firm places on its PA population.

Two main practice areas which overlap and complement each other.

Commercial contracts Key areas of expertise include outsourcing, distribution, supply of good and services, joint ventures, consumer law, contract law, franchising, advertising, sponsorship.

IP and Technology (including data protection): Key areas of expertise include technology transactions, large-scale system implementations, IT outsourcing, cloud computing, software, data processing, e-commerce, copyright, data protection compliance, digital media, cyber security, IP contracts and disputes.

The department has expertise in negotiating and dealing with long-term relational contracts, including advising clients on the risks and opportunities that lie within existing contracts and working alongside them to draft and negotiate new contracts on their behalf. We regularly structure, negotiate and document joint ventures and other bespoke projects for UK and multinational clients. The team is also consistently ranked in the top tier for Commercial Contracts in both the Chambers and Legal 500 directories.

Key responsibilities:

  • Extensive and proactive diary management.
  • Work to ensure unique and individual support needs are understood for each lawyer.
  • Ensure regular communication is made to convey and share any workload pressures with other PAs and/or PA Team Leader.
  • Field and screen communications (email and phone), ensuring exceptional client service is delivered at all times.
  • Ensure 'quality control' forms part of regular workflow patterns, whereby any work that is delegated to another team is thoroughly checked before it is returned;
  • Complete appropriate/necessary DP tasks to the highest standards and ensuring house style requirements are met.
  • Prepare PowerPoint presentations with minimal input, delivering slides that are clear and in line with branding.
  • Take the initiative of overseeing ad hoc administrative projects for the lawyers, for example, archiving, confidential shredding, photocopying, folder mapping and organising filing systems.
  • Liaise with relevant parties to arrange meetings; booking internal rooms; ensuring the appropriate room setups are in place; and that refreshments are booked and confirmed.
  • Liaise with and co-ordinate meeting attendees, both internal and external, ensuring all parties have the relevant information ahead of time.
  • Proactively prepare and collate papers ahead of meetings.
  • Co-ordinate travel arrangements ensuring efficient use of time and expenditure including booking taxis and accommodation, completing visa applications, arranging currency, creating itineraries, and producing trip reports and compiling expense forms as appropriate.
  • Support lawyers in marketing activities including involvement in the preparation of pitch documents and presentations.
  • Use of effective systems to ensure that both urgent and non-urgent tasks are progressed and delivered within the required timescales.
  • Assist other members of the department/Firm as required; and
  • Develop a general awareness of business issues and challenges within which the lawyers operate to instil trust and confidence in the PA team.

Client Relations

  • Be client focused and understand the expectations of internal and external clients.
  • Where necessary, pass on full and accurate messages in a timely manner and take appropriate action to ensure the needs of both internal and external clients are met.
  • Act in a professional and courteous manner when dealing with clients (including internal clients), potential clients and third parties.
  • Assist in arranging internal and external events.
  • Capture and manage contact and client relationship data in the Firm's CRM system (InterAction), maintaining any existing information.
  • Interrogate and report on data in the CRM system.
  • Become an active part in the care of clients and look for opportunities to build relationships with client contacts and PAs where appropriate; and
  • Deal with basic client queries and general administration.

Administration

  • Proactively deal with incoming and outgoing mail.
  • Action emails and manage inbox as required and forward/action as necessary.
  • Establish and maintain effective and accurate filing systems (hard copy and electronic).
  • Managing lawyer expenses and petty cash; and
  • General ad-hoc administration duties.

Communication

  • Demonstrate rapport, empathy, and professionalism when communicating and use these skills to build and maintain collaborative working relationships with all colleagues, clients and stakeholders of the Firm.
  • Utilise your internal and external networks to help you to solve problems and devise effective solutions.
  • Ensure that all client related correspondence is passed on to an appropriate lawyer and actioned as necessary.
  • Liaise with the business support departments on behalf of the lawyers as required; and
  • Communicate and work as a team to cover busy periods and absence.

Billing and File opening

  • Assist lawyers with time recording where possible, entering absences onto Expert Time.
  • Assist lawyers with billing and credit control by liaising with Central Finance and assisting with the preparation of bill narratives and draft cost details.
  • Provide assistance with file opening and conflict checks.
  • Request cheques, bank transfers and paying in money received, as appropriate.

Experience

  • Advanced knowledge of Microsoft Word, Outlook, Excel, PowerPoint.
  • Prior experience of working in a fast-paced corporate environment.
  • Efficient organisational skills, with a high degree of accuracy and an ability to prioritise an often-conflicting workload.
  • Ability to develop and utilise good working relationships across teams.
  • Demonstrate flexibility and dependability.

Education and Qualifications

  • Minimum 5 GCSEs/O'Levels or equivalent at grade A-C including English and Maths.
  • Secretarial qualification and/or MOS certification (desirable).

The role will offer hybrid working along with a competitive salary and fantastic benefits package.

For further information please contact Ella Britton

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