Legal PA

AJ Chambers are working with a top International Law Firm who has an exciting opportunity for a Legal PA to join the Employment and Immigration teams in their prestigious offices in the City of London.

The role will be full time on a hybrid working pattern.

Roles and Responsibilities:

Project Co-ordination

• Distribute and co-ordinate appropriate support for specific client projects
• Set up processes for client matters through liaison with Partners, Fee Earners and client contacts
• Support Partners, Fee Earners and the Business Development and Marketing Teams with preparation of pitches, presentations and events and with other projects and tasks
• Identify and act upon process improvements across the team to enhance both internal and external client services

Client Relationship Management

• Ensure that all client related correspondence is received by the appropriate Partner or Fee Earner
• Enter and ensure accuracy of client information on the Client Relationship Management system, currently InterAction
• Arrange client meetings and ensure efficient responses to written and verbal client queries

Communication

• Take internal and external telephone queries, responding as appropriate and ensure that all messages are passed on in a timely manner

Financial

• Assist Partners and Fee Earners in ensuring time recording is up to date and captured in a timely manner
• Liaise with the appropriate Finance team in relation to invoices, expenses, client billing and accounts
• Process invoices and expenses on the online system, currently Chrome
• Assist the billing and credit control processes and liaise with the Finance team in relation to these to ensure a consistent and efficient approach
• Produce standard financial and time reports through the system

Administrative

• Participate in distribution of work and monitor progress of work allocated to Client Service Administrators to ensure tasks are completed in a timely manner
• Monitor and track all tasks and prioritise accordingly
• Diary management and coordination to ensure Partners and Fee Earners receive regular updates on meeting arrangements
• Take responsibility for room booking and meeting coordination, including confirmation of attendees, arranging relevant technology, refreshments, and catering
• Ensure travel bookings are completed and that relevant information is submitted and communicated in advance
• Arrange for the photocopying, scanning, printing and filing to be carried out by the team
• Arrange for files to be opened, closed and maintained
• Supervise Client Services Administrators’ record keeping and general filing tasks

Other Duties and Responsibilities

• Provide cover for the Client Document Executives as necessary (for example during periods of heavy workloads, holiday or sickness periods)
• Short dictations and basic amendments and document updates
• Conflict searches, file opening and risk assessment forms
• Drafting letters of engagement
• Updating and maintaining integrity of information held in Outlook, InterAction and 3E
• Any other duties as reasonably requested by Partners, Fee Earners, Client Services Leads or the Internal Client Services Manager
• Comply with all relevant legal and regulatory obligations including the Solicitors Regulation Authority (SRA) Standards and Regulations, and Principles.

Person Specification

• Accurate typing speed of at least 60 words per minute
• Previous experience supporting Senior Fee Earners within a Family or Private Client Team
• Advanced knowledge and experience of using Software including all Microsoft Office packages
• Experience of using Practice Management systems

For further information please contact Jess to discuss in more detail.