Owen Reed Greater Bristol Area, United Kingdom
Legal Personal Assistant
Owen Reed Greater Bristol Area, United Kingdom
3 days ago Be among the first 25 applicants
To provide fee-earners with proactive and high-quality secretarial support that appropriately meets their requirements, enabling them to focus on providing legal services to clients and reducing the need for them to undertake administrative tasks.
Key relationships:
* Daily contact with Partners and Associates for work allocation.
* Daily contact with other secretaries and team administrators within and across practice group(s) to provide/request assistance.
* Regular contact with your Secretarial Co-ordinator or Secretarial Manager for wider work distribution.
* Occasional contact with Secretarial Manager for escalations or issues.
* Building and maintaining relationships with colleagues and key stakeholders.
Main Duties and Responsibilities
Diary and contact management
* Proactively manage and maintain fee-earners' diaries, scheduling appointments and co-ordinating internal and external client meetings.
* Monitor individual responses for meetings and update fee-earner(s) as required.
* Arrange the booking of conference rooms, video conference facilities, taxis, refreshments, and liaising with meeting attendees.
* Monitor and respond to post and/or emails, prioritising correspondence.
* Organising travel arrangements through the firm’s travel company.
* Day-to-day administrative tasks such as photocopying and scanning.
* Effectively manage new client matter opening and related tasks.
* Organise document management, including closing of files and archiving.
* Dealing with and submission of travel invoices and expense claims.
* Submitting invoices for payment through the Accounts Payable team.
* Prepare WIP reports to be reviewed by fee-earners.
* Supporting fee-earners with time recording and maintenance of InterAction.
* Supporting team in updating information on the SharePoint intranet.
* Supporting fee-earners with the preparation of speaker CVs and formatting of materials.
Preparation of key documents and correspondence
* Drafting letters and correspondence as required.
* Proof-reading all work to ensure accuracy and high standards.
* Preparation of agendas, presentations, and meeting papers.
* Submit edits and format changes to bids and pitches.
* Support with presentations for client training and conferences.
* Maintenance of CVs on CV Bank and the website.
What we are looking for:
Person Specification:
Education / Qualifications / Experience:
* Experience working as a secretary within a professional services environment.
Knowledge and Technical Skills:
* Good working knowledge of all Microsoft applications.
* Experience of working with house-styles and branding.
* Good working knowledge of document and client relationship management systems.
General Skills:
* Client service orientated approach.
* A proven understanding of teamwork.
* Problem solving skills and solutions focused.
* Advanced communication skills at all levels.
* Self-management and excellent organisational skills.
* Accountability and professionalism.
* Attention to detail and discretion with confidential information.
Other requirements:
* Flexibility with working hours as required.
* Awareness of and adherence to the firm’s policies and values.
Seniority level
Entry level
Employment type
Full-time
Job function
Legal, Administrative, and Customer Service
Industries
Legal Services and Law Practice
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