My client is looking for an experienced Legal PA to work within their corporate team for three partners. This is an exceptional firm offering amazing benefits. The hours are 9.30am-5.30pm, and they provide hybrid working (3 days in the office/2 from home).
General Summary
Provides diverse administrative and organizational support to the assigned principal(s) and team. This individual will prepare documents, correspondence, and extensive client billing. Responsibilities include extensive internal and external client contact, organizational and research support, as well as performing a wide variety of other administrative functions.
This role will support the assigned partners and ensure 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 to complete tasks for the practice groups.
The Legal Team Assistant possesses specialized knowledge and skills in their area and demonstrates the ability to assume responsibility with minimal supervision, exercising excellent judgment and making independent decisions within the scope of assigned authority. The Legal Team Assistant will effectively use their skills and knowledge to improve processes and procedures.
Essential Job Functions
1. Answer phones, transfer calls, take messages, establish conference calls, and use voicemail.
2. Handle written and electronic correspondence, including proofreading, organizing, 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. Lead departmental and firm projects and initiatives.
6. Field questions from others and train less experienced colleagues as needed.
7. Prepare new matter reports and update the 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. Utilize 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 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 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 65 wpm and proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
4. Excellent interpersonal and organizational skills.
5. High attention to detail and ability to multi-task.
6. Ability to prioritize and coordinate work.
7. Ability to maintain confidential information.
8. Ability to complete assignments within agreed deadlines by prioritizing 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. Willingness to learn new skills as they become necessary.
12. Practice and foster an atmosphere of teamwork and cooperation.
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