Job Title: Executive Assistant (Real Estate/ Commercial Property)
Location: Edinburgh
Salary: £27,000 - £32,000
My clients are a leading UK law firm based in Scotland, recognized as one of the largest in its jurisdiction, with a robust reputation built on income, rankings, and the strength of its legal team. With offices across multiple locations, including major cities in the UK and internationally, they pride themselves on combining deep expertise across various business sectors.
You would report to the Secretarial Engagement Manager and work as part of a team in the provision of executive assistant/administrative support to the Real Estate practice area in the Edinburgh office.
CORE TASKS
* Diary management
* Proactive mailbox management
* Drafting Letters of Engagement
* Must maintain knowledge of current affairs in office
* Deal with clients and third parties on a day-to-day basis via e-mail, phone or in person
* Setting up and maintaining data room sites (inviting all EAs)
* Update contacts and distribution lists in Outlook
* Compile records on an ongoing basis and update/correct, when necessary, produce weekly/monthly reports with progress and status of accounts
* File documents
* Organise opening and closing of files and papers
* Assist with post-transaction administrative
* Draft fee notes, organise expense claim forms and pay invoices in compliance with office internal procedures
* Complete appropriate cash forms as required and supplying evidence to the Cashroom
* Prepare draft forms, letters and documents for signatures
* Preparation of DocuSign for partners
* Assist with billing, attend team meetings, collate and circulate action list, prepare billing letters for legal colleagues to sign off on and maintain responsibility for monthly printouts and liaise with cash room as per client balances on instruction of solicitor
* Collect necessary receipts and information from legal colleagues and create expense form using Concur
* Complete mail merges when required
* Source travel and accommodation and book through Premier Inn and Corporate Traveller
* Carry out Workshare compare comparisons
* Minute taking where appropriate
* Participate in the telephone rota for lunchtime phone cover and help during holidays/absence
* Aid other executive assistants in the Real Estate team
* Undertake ad hoc administrative tasks
PERSON SPECIFICATION
* Knowledge and experience of working within a busy Real Estate practice area
* Good communication skills and confident in dealing with people at all levels
* Ability to maintain flexibility regarding tasks and workload
* Provide an efficient and proactive service to legal colleagues
* The successful candidate will be required to be flexible regarding working hours
* Working practices and executive assistant allocations within the practice area will change from time to time and the successful candidate should have an open and flexible attitude to change
SKILLS
* Proficient in the use of Microsoft applications:
* Word – track changes/mail merge
* Outlook – diary management, contacts, tasks
* Excel
* PowerPoint
* Willingness to enhance IT literacy through training (CPD)
* Experience of Elite, DMS and Bighand (preferred but not essential)
* Experience with social media websites
* Experience of Workshare compare
* Accurate and competent in document production including formatting and presentation
If you would like to hear more about this opportunity, please contact Emma Hall at QED Legal via the details provided.
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