I am working with a US law firm based at Liverpool Street and they are looking for a Legal PA to work for three transactional partners. The hours are 9.30am-5.30pm and they offer hybrid working (4 days in the office/1 from home).
General Summary
Provides diverse administrative and organizational support to the direct and in-direct assigned principal(s) and team. This individual will prepare documents, correspondence and extensive client billing. Additional responsibilities include extensive internal and external client contact, organizational and research support, as well as perform a wide variety of other administrative functions.
This role will provide support to the direct assigned partners and in-direct assigned principal(s), ensuring effective completion of tasks submitted to the Local Hub. The Legal Team Assistant II will work closely with the Legal Team Coordinator, Legal Team Assistants and Legal Team Administrative Assistants in order to complete tasks for the practice groups.
The Legal Team Assistant possesses expertise of specialized knowledge and skills in own area and demonstrates the ability to assume responsibility with minimal supervision, exercises excellent judgment and makes independent decisions within the scope of assigned authority. The Legal Team Assistant will effectively use his/her skills and knowledge to improve processes and procedures.
Essential job functions
1. Answer phones, transfer calls, take messages, establish conference calls and use voice mail
2. Handle written and electronic correspondence, including proofreading, organising and sending materials to clients
3. Prepare and process client bills and associated cover letters
4. Act as a mentor to team members, answer queries and provide training
5. Act as a team leader for departmental and firm projects and initiatives
6. Acts as an expert in the Legal Team Hub support group, fielding questions from others and training less experienced colleagues as needed.
7. Prepare new matter reports and update list of client/matter codes
8. Liaise extensively with lawyers, principals and clients, investigating and responding to requests where appropriate
9. Manage lawyers’ Outlook calendars, proactively preventing scheduling conflicts and facilitating solutions
10. Maintain lawyers’ time entries in Carpe Diem
11. Monitor professional development requirements for principals
12. Create and update comprehensive contact information using CRM best practices
13. Make travel arrangements and complete travel and expense reports in Concur
14. Manage workflow and coordinate projects with office services
15. Schedule meetings, reserve rooms, coordinate video or audio equipment, and order food
16. Use MS Office in preparation of documents, spreadsheets and presentations
17. Maintain document filing to firm standards including Kwiktag
18. Utilise iManage document management system for all documents
19. Review and process administrative and personal charges via BillBack
20. Perform all other duties as necessary and as assigned by your allocated principal, Legal Team Coordinator or line manager for efficient functioning of the Department, Office and Firm
21. Maintain up to date handover notes to ensure consistent quality of service in case of absence.
This list of duties and responsibilities is not exhaustive. It is intended to describe the general content of, and requirements for the performance of this job, and as such, the role may also include the undertaking of additional tasks as required.
Interactions
The Legal Team Assistant will interact regularly with Firm Lawyers, paralegals and staff in facilitating the flow of all administrative work. The Legal Team Assistant will also interact, from time to time, with clients, counsel and court personnel. The Legal Team Assistant will work regularly with other departments such as Administration, Finance, Hospitality, Reception, Facilities and Office Services, as well as members of all regional offices.
Knowledge, Skills and Abilities
1. Secondary level education required; university studies preferred
2. Previous legal secretarial experience in a large law firm and understanding of structure and best practices
3. Typing 65wpm and proficiency in MS Office (Word, Excel, PowerPoint, Outlook)
4. Excellent interpersonal and organisational skills
5. High attention to detail and ability to multi-task
6. Ability to prioritise and coordinate work
7. Ability to maintain confidential information
8. Ability to complete assignments within agreed deadlines by prioritising workload
9. Ability to assume responsibility with minimal supervision, making independent decisions within the scope of assigned authority
10. Ability to work independently and as part of a collaborative team
11. Ability to maintain confidential information
12. Ability and willingness to learn new skills as they become necessary
13. Practice and foster an atmosphere of teamwork and cooperation
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