Legal PA

Description

• Organising events in conjunction with Business Development including logging responses into InterAction and attending events to meet and greet clients where necessary
• Proactively identify areas of responsibility and tasks you can take ownership of
• Management and co-ordination of lawyers' e-mails
• Undertaking research on clients, potential clients and new business initiatives or opportunities, including putting together briefing packs as and when required
• Utilising Aderant to assist lawyers with financial queries and subscribing to relevant alerts in order to provide information to lawyers
• Building and maintaining effective relationships with both internal and external clients and their teams and developing knowledge of their business
• Delegation of appropriate work types/requests to all available support services in order to promote optimum efficiency
• Extensive diary and inbox management for the Saudi Managing Partner, Head of Projects for the Middle East and other lawyers liaising with the wider team across multiple time zones, including arranging meetings and appointments, both internally and externally, ensuring the Outlook diary is up to date and holds all the necessary information in relation to the appointment including taking responsibility for booking travel, meeting rooms and arranging for necessary equipment and refreshments
• Proactive advance monitoring of lawyers' diaries, reminding them of diary commitments and taking responsibility for the provision of all supporting paperwork and necessary information for each meeting
• Inputting uniform practice group credentials into the Credentials Database in a timely manner
• Collating information for preparation of regular client updates or reports as and when required, including subscribing to relevant alerts in InterAction and maintenance of general client information
• Drafting letters, memos or notes (non-legal content) in a literate and professional manner
• Assisting lawyers with follow-ups to business development meetings, for example drafting thank you letters, diarising reminders or arranging follow-up meetings
• Developing and maintaining core sector understanding to support delivery of optimum client service
• Attending monthly PA Team meetings to support other team members when needed
• Ensuring documents are filed on FileSite with correct file and matter details so that they can be located easily
• Taking ownership of answering lawyers' telephone calls when they are unavailable, taking accurate messages and passing them on promptly, trying to assist and answer any non-legal queries if possible and ensuring the caller receives a satisfactory response
• Preparing presentation slides and materials for internal/external meetings and events
• Collating information for preparation of bids, tenders, proposal documents, team sheets and client briefing documents and preparing the first draft of documentation where appropriate, including keeping lawyers' CVs up to date
• Liaising with the external travel company to make travel and accommodation arrangements keeping lawyers advised of any changes in scheduling and ensuring they have an accurate and up to date itinerary and all the relevant travel details are in the Outlook diary
• Opening client files, including completing conflict searches and money laundering checks in conjunction with lawyers, preparation of client engagement letters, collating all the relevant information required and maintaining client files on a day to day basis, including delegation of filing where required
• Coordinating typing of audio files, drafting correspondence, producing documents/letters/e-mails and memos
• Undertaking regular reviews of files and papers for lawyers, checking account balances and liaising with lawyers to ensure that all files which are not current are archived and deeds are put in storage
• Liaising with Business Operations to resolve problems on lawyers' behalf and taking ownership of the issue, following up where appropriate
• Screening, prioritising and dealing with lawyers' incoming e-mails, post and voicemail when lawyers are out of the office, acknowledging receipt and responding where able and appropriate
• Assisting lawyers with the billing process, agreeing in advance dates for billing, delegating requisition of pre-bills and coordinate with the lawyers for sign off
• Developing good knowledge of the Firm's accounts procedures
• Attending internal client or project meetings to take notes and assisting with action points if required
• Coordinate and delegate tasks to TAs where appropriate, utilising all the resources the firm provides
• Managing production of documents (produced in-house and externally), co-ordinating changes made including taking responsibility for the consistency of those documents (e.g. formatting, numbering, CompareDocs etc).
• Actively contributing to client service initiatives in the group, including attending client events and seminars where required
• Proactively ensuring that Document Services is utilised effectively
• Liaising regularly (at least on a weekly basis) with lawyers to identify work commitments and prioritising your workload accordingly
• Maintaining up to date contact details in InterAction for all lawyers' contacts, prompting lawyers to complete an InterAction report following meetings or completing the report on their behalf
• Assisting lawyers with client account balances to ensure all funds are returned after a matter is completed

Requirements

• High level of proficiency in Microsoft Office applications
• Confident, organised and proactive.
• Tact and diplomacy to deal with confidential matters
• Willingness and enthusiasm to work with and support the group and wider office
• Arabic speaking preferred but not essential
• At least 3 years PA experience in a busy environment required, preferably in a law firm or professional services
• Knowledge of key business development materials for the practice area
• Communicate clearly and effectively, both verbally and in writing, with people and colleagues at all levels

Benefits

• Cover for other PAs in the region during holidays within a fixed holiday rota

Training + Development

Interview process

Visa Sponsorship

Security clearance