About the Role
Exciting opportunity within a top International Law Firm who advises on complex disputes and transactions. They are looking for an experienced Legal PA who will work as part of a team, proactively assisting the Dispute Resolution group in order to meet deadlines or share workload.
Main duties will include but not limited to:
· Proactively managing and maintaining diary planning and coordination for allocated fee earners, making appointments and co-ordinating internal and external client meetings, identifying and resolving potential challenges and clashes. Ensuring arrangements are made for equipment, venue and resources and that fee earners have all necessary paperwork.
· Travel management, booking transport, hotels, client meetings and producing detailed itineraries.
· Coordinating business development and client liaison initiatives for fee earners, including updating database information and assisting with marketing initiatives and events (including occasional support at event e.g. registration desk).
· Proactively dealing with all aspects of claiming expenses, including InterAction entries.
· Liaising with the Firm's clients in a confident and professional manner, building strong working relationships with clients and contacts.
· Dealing professionally and promptly with client (internal and external) telephone calls and communications, including calls diverted to the team.
· Creating, uploading and general maintenance of client sites and extranets.
· Monitoring fee earners' mailboxes when they are out of the office or attending a long meeting, responding to emails as necessary and prioritising correspondence to enable fee earners to focus on urgent matters.
· Using initiative to route emails to the appropriate individuals for swift response and action; wherever possible, responding to and filing emails in Filesite on behalf of partners and fee earners to reduce volume.
· Preparing bills, including resolving queries and dealing with outstanding fees, maintaining accurate billing/contact details, preparation of narratives and drafting first bills with covering correspondence for partner approval. Assisting fee earners by liaising with the billing team, and following up with debt recovery as requested.
· Proactively ensuring Carpe Diem is updated for all allocated fee earners, particularly for holiday or sickness absence. Informing the Legal PA Co-ordinator if a fee earner is working from home or absent due to holiday or sickness.
· Providing secretarial assistance to assigned fee-earners, which includes audio typing, copy typing, formatting documents, creating correspondence, pitches and presentations. Delegating complex and lengthy documents to the Document Production Team, ensuring requirements and timescales are clearly set out.