65215

Competitive

London

PERMANENT

Please Contact

Ella Britton

AJ Chambers are currently representing a leading Law Firm based in the City of London who are actively seeking a Part time PA to join the Financial Services and Markets team.

The PA will be expected to provide high quality, comprehensive personal assistant/secretarial support to lawyers in the department.

 

This is a part-time position, working Monday – Wednesday, on a 12-month fixed term basis.

 

Key Responsibilities

  • Extensive and proactive diary management. Gaining an understanding of the week from the perspective of the lawyers – ‘horizon scanning’ to pre-empt conflicts and anticipate needs.
  • 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.
  • Pre-empt needs for enhanced or specific support at times when individuals might be under additional pressure.
  • Field and screen communications to ensure exceptional client service at all times.
  • Act as a ‘gatekeeper’ for work whilst identifying where to delegate tasks that should be sent to the Document Production (‘DP’) team or the Team Administrators.
  • 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, ensuring house style/branding requirements are met.
  • Prepare PowerPoint presentations with minimal input, delivering slides that are clear, in line with house style and branding.
  • Take the initiative of overseeing ad-hoc administrative projects for the lawyers, for example, archiving, confidential shredding, photocopying, organising filing systems, InterAction updates and Inbox management.
  • 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, compiling expense forms as appropriate, producing trip reports and updating InterAction upon return.
  • Support lawyers in marketing activities including involvement in the preparation of pitch documents and presentations.

 

Other Responsibilities

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 by the Partner and forward/action as necessary.
  • Establish and maintain effective and accurate filing systems (electronic).
  • Be capable of operating all the functions of the photocopiers and scanners including clearing jams, replenishing paper, and replacing toner.
  • Managing lawyer expenses; 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.
  • Liaise with the department’s Team Leader/Managers over any planned absences, arranging cover as necessary and communicating this to the relevant lawyers; and
  • Communicate and work as a team to cover busy periods and absence.

Documents

  • Oversee all document production work, either through delegation and quality control, or through completing a task that falls within the PA remit of responsibility; and
  • Provide support with marketing and pitch documents.

Billing and File Opening

  • Assist lawyers with time recording where possible, entering absences onto Intapp Time
  • Assist lawyers with billing and credit control by liaising with Accounts and/or Revenue Controllers and preparing bill narratives and draft cost details.
  • Help with file opening and conflict checks; and
  • Request cheques, bank transfers and paying in money received, as appropriate.

Miscellaneous

  • Attend training as required to keep up to date with firm-wide procedures.
  • Work proactively as part of a team to ensure time is used effectively using all available firm-wide resources to meet pressured deadlines; and
  • Effective management and prioritisation of work.

 

Personal Specification – Knowledge, Skills & Experience

  • Minimum 4 years’ experience in a similar PA position, preferably at a law firm or professional services firm.
  • Prior experience of working in a fast-paced corporate environment.
  • Advanced knowledge of Microsoft Word, Outlook, Excel, PowerPoint.
  • Efficient organisation skills, with a high degree of accuracy to prioritise an often-conflicting workload and first-rate inter-personal and communication skills.
  • Ability to develop and utilise good working relationships across teams.
  • Evidence of having used initiative and an understanding of process; and
  • Able to build confidence and earn the trust and respect of others.
In addition to providing our recruitment services to you, we may want to occasionally contact you to let you know about our recruitment services, industry insights, employment news and competitions.

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