Owen Reed is looking to recruit an experienced and knowledgeable Personal Assistant to join a top law firm in London.

Hours:                                         9.30 am to 5.30 pm, and as required, flexible applications considered

Working week:                           Monday - Friday

Responsible to:                         PA Team Leader and PA Team Manager

Department:                               Employment, reporting to Secretarial Services

Purpose of job:                        

The Legal PA is an integral part of fee earning teams; providing a high level of professional support to Partners and Fee Earners. The Legal PA is expected to take on complex tasks, support projects and provide departmental PA support; playing a critical role in managing daily administration for their stakeholders.

Personal Assistant day to day duties:

• Coordination of tasks with effective delegation to DPS, AA and other support teams as appropriate; ensuring completed tasks are checked for accuracy, demonstrating attention to detail, and ready to return to the fee earner by given deadlines
• Proactive diary management; looking ahead at fee earner diaries to remind them of diary commitments, taking responsibility for ensuring that they have all supporting paperwork and information for each meeting or appointment
• Arranging internal and external meetings and conference calls, ensuring the smooth running of such meetings and making the appropriate arrangements (e.g. room setup ordering refreshments etc.) and liaising with other support departments as required
• All elements of travel management; booking and arranging travel, preparing detailed itineraries, researching options to ensure the most cost-effective choice
• Professional client liaison, being a first point of contact by telephone and email; taking messages, passing on information and dealing with queries as appropriate in a timely manner
• Efficient mailbox management for fee earners
• Identifying potential issues and coming up with solutions; knowing when to escalate any concerns to Team Leaders or the PA Manager so that a resolution can be found in a timely

Personal Assistant File/Matter duties:

• Assisting with new business enquiries, following departmental processes
• Assisting with file opening by carrying out conflict checks under supervision and as directed; assisting with the preparation of all relevant documentation
• Monitoring new matters to ensure all of the necessary information and documents have been received (e.g. engagement letters/instruction forms/monies on account/money laundering documentation and other compliance documents), informing fee earners when documents are not received and assisting as required
• All elements of document management on the firm’s CMS
• Liaising with the AA team regarding file closures and archiving.

Finance and Billing duties:

• All elements of billing and financial management in accordance with practice area and firm procedures
• Processing expenses, requesting and processing disbursements from external parties
• Preparing electronic bank transfers
• Assistance with client balances
• Assistance with time recording.

Business Support duties:

• Liaising as needed with business support services across the firm, to include: BD & Marketing, Finance, People & Culture, IT, Legal & Commercial Operations, Business Acceptance Team, Office Services & Building Wellness Team

Every effort has been made to ensure that this is a full description of the tasks and responsibilities of this role. However, it is not an exhaustive list. The job description may be changed or developed at any time to reflect changes as required. However, changes will not be made without full consultation with the postholder.

The firm are committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will be considered for employment regardless of race, age, disability, gender identity, sexual orientation, gender reassignment, marriage and civil partnership, pregnancy and maternity and religion.