We're currently looking for a Personal Assistant to join our Newcastle office on a permanent basis. This role falls within our hybrid working policy. Whilst some flexibility is required, most new full-time employees spend around 3 days in the office and 2 days working from home.
The team
Our Executive Services team consists of three 'hubs': a Document Production Specialist hub providing a transcription service, an Executive Support Assistant hub providing support with administrative tasks and a Personal Assistant hub, which you will join, providing organisational and client care support. All three hubs work collaboratively to provide a seamless and efficient service to our fee earners across the business.
The role
As a Personal Assistant you will deliver high quality support to a number of fee earners to include:
1. Providing support withthe preparation of reports, financial data and presentation materials;
2. Acting as the first point of contact for internal and external clients as well as focussing on adding value to client / fee earner relationships;
3. Drafting correspondence on behalf of fee earners;
4. Dealing with telephone calls and providing assistance when appropriate;
5. Dealing with incoming communications on behalf of fee earners, initiating replies, forwarding on matters requiring action and following up to ensure actions are completed;
6. Taking an active role in the billing process, maintaining budgetary information and financial spreadsheets;
7. Organising and maintaining diaries to include setting up a range of meetings;
8. Organising meetings which may include arranging travel, accommodation, lunches and refreshments;
9. Providing support for meetings such as circulating agendas and papers in advance;
10. Keeping accurate and up to date business contact lists;
11. Knowledge of private client work is desirable.
What are we looking for?
To be successful in this role you'll need as a minimum:
12. Experience of working in a Personal Assistant capacity within the legal profession.
13. Proficiency in MS Office suite and experience of working with other in-house office systems
14. Excellent communication skills and being able to utilise them via different methods such as emails, phone calls and letters
15. Experience managing and prioritising your workload in line with department service level agreements