Legal PA

I am working with an international law firm and they are looking for a permanent Legal PA to join their corporate team. The hours are 9.30am-5.30pm and the salary is £49,500 with excellent benefits. They also offer hybrid working 3 days in the office/2 from home. This role will be supporting a number of partners and fee earners.

Duties

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• Plan for and deliver high quality, accurate work whilst managing deadlines, responding to change and competing priorities of all work.
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• Proactively manage and understand Belfast based Partners and London based Practice Manager diaries using business knowledge to prioritise commitments.
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• This will include organising appointments, conferences and meetings via multiple methods (videoconferencing, teleconferencing, client office software etc.), considering lead and travel times, and coordinating meeting preparation and post-meeting actions.
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• Coordinate detailed, multi-centred travel arrangements and provide detailed itineraries. This includes consideration of short/long term accommodation, visas, off-site meeting requirements and other business commitments. Ensure relevant global travel is included in the International BD visit report.
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• Coordinate and assist with global visits/visitors.
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• Strong project management experience, including preparing concise project status updates and progress reports for Partners and Practice Manager.
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• Diarise, manage and coordinate lunches and dinners and other events as required, including reviewing attendee lists, dietary requirements, and managing logistics.
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• Coordinate with venues, menu planning and ensuring costs are maintained against budget.
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• Proactively manage all communications both in and out of the Partners and Practice Manager's office; maintaining responsibility for ensuring that matters are actioned in a timely way.
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• Manage own email and Partners and Practice Managers' email as required, responding to or drafting responses as appropriate.
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• Filter, evaluate and prioritise incoming communications (electronic and postal), proactively dealing with queries (including meeting invites) and raising with the Partners /Practice Manager when necessary.
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• Produce/draft outgoing communications and documents as instructed by the Partners and Practice Manager.
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• Prepare Word, Excel, PowerPoint presentations, agendas, reports, special projects and other documents in support of Partners and Practice Manager objectives.
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• Seamless management of stakeholder expectations. Take necessary steps to ensure that team members and business stakeholders are aware of the Partners/Practice Manager’s and your own movements. Ensure all stakeholders receive consistent, high-quality communication and their expectations are managed.
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• Coordinate and produce accurate compliant documents and correspondence reports and presentations.
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• Establish and maintain effective work practices with Partners to manage projects effectively. This includes adhering to the firm’s conflicts process, managing information barriers, contributing to the effective management of electronic and hard copy content and active legal project management.
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• Assist Partners with their BD responsibilities and working closely with the BD team. This includes producing pitches, proactively updating CVs and credentials, producing International BD visit reports and updating the necessary client information databases.
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• Help Partners and Practice Manager to build, manage and maintain strong relationships with clients and their secretaries by demonstrating diligence, professionalism and a commitment to providing them with an exceptional experience including being a key point of contact for them and the team. This includes proactively maintaining accurate client contact information and ensuring client related activities are recorded on the relevant databases (including InterAction) and keeping abreast of Partners and Practice Manager BD objectives.
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• Maintain strong knowledge in your own practice area, key matters, business issues and ‘hot topics; so that appropriate priority is given to queries and requests and issues are escalated where necessary.
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• Adhere to firm, office and practice group policies and procedures, including those that are formal, informal, documented or verbal.
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• Take all necessary steps to ensure you are aware of correct procedures. Maintaining inquisitive, collaborative and vigilant work habits, keeping abreast of changes and developing more efficient work processes. Demonstrate this in your interactions with others.
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• Demonstrate enthusiasm and proactivity in the workplace, including participating in and contributing to secretarial and practice group meetings, firm initiatives, welcoming and settling in new starters, projects, focus groups, pilot groups, team building activities, learning and development sessions and other relevant activities.
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• Take responsibility for your own learning, undertake recommended training, keep up to date and comply with firm policies, adopt new or improved firm and practice group recommended work practices, and share information with others about better ways of working.
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