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Pa to Group Head

3 months ago

London, Greater London, United Kingdom Pinsent Masons Full time
Job Description

Job Title :
PA to Group Head

Department :
Vario

Location :
London

Hours of work : 35 hours per week, with flexibility to meet the demands of the job. (Including UK travel and out of hours client events)

Purpose of the role:
Provide proactive and professional support within their allocated department.

Services to be delivered to the business in a manner which is consistent with the increasingly competitive environment in which the Firm operates.


Key stakeholders in this role include other Group Heads, Sector Heads, Managing Partner and their respective PAs, the Vario Group Leadership team, Vario Group PA Services Manager and Vario Group Team Administrators.


Support may be required to be provided to staff from more than one business unit and numbers and content of the group may change from time to time to reflect the current structure of the Firm.


Key Responsibilities:
Client Service

Your responsibility to deliver excellent service to our clients

Building and maintaining effective relationships with both internal stakeholders and external clients and their teams and developing knowledge of their business
Developing and maintaining core sector understanding to support delivery of optimum client service
Organising events and meetings as required, to include external speakers. If held in the office, meeting and greeting external guests.
Taking minutes in meetings when requested to do s.

Planning & Organisation

How you use your organisational skills to ensure the lawyers you work with have the information they need on a daily basis'

Liaising regularly (at least on a weekly basis) with Group Head (and other senior team members) to identify work commitments and prioritising your workload accordingly
Proactively identify areas of responsibility and tasks you can take ownership of and finding new ways to improve processes and contribute to objectives and strategy of relevant practice group
Diary management for Group Head and senior team members, including arranging meetings and appointments, both internally and externally and proactively picking up requests for meetings, ensuring the Outlook 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 monitoring of Group Head and/or senior team diaries, reminding them of diary commitments and taking responsibility for the provision of all supporting paperwork and necessary information for each meeting

Proactively assisting Group Head and senior team members to preserve sufficient meeting preparation and thinking time between diarised calls and meetings.

Liaising with the travel company to make travel and accommodation arrangements (UK and international), keeping allocation advised of any changes in scheduling, travel guidance and ensuring they have an accurate and up to date itinerary and all the relevant travel details are in the Outlook diary
Preparation and submission of expenses, including chasing for receipts following meetings and business trips and following up on authorisations;
Delegation of appropriate work types/requests to all available support services in order to promote optimum efficiency (submitting tasks via BigHand workflow, HR, IT, Facilities, Finance, Document production etc.) ;
Arranging internal meetings including but not limited to Office/Group Briefings, team workshops and Partner lunches/dinners and promotion events. Activity might include preparing and circulating pre-meeting materials, coordinating logistics for external venues and speakers.

Managing Communications

How you assist lawyers in their communications with colleagues and clients

Taking ownership for answering telephone calls when the Group Head/ senior team members are unavailable - taking accurate messages and passing them on promptly, trying to assist and answer any queries if possible and ensuring the caller receives a satisfactory response;
Management and co-ordination of Group Head and/or senior team members mailboxes, highlighting important correspondence and rerouting where necessary
Preparing presentation slides and materials for internal/external meetings and events
Drafting short letters, memos or notes (non-legal content) in a literate and professional manner
Attending internal client or project meetings to take notes and assisting with action points if required
Drafting and sending office, group, sector wide communications as required to include collating responses
Liaising with Heads of Department, Group Heads, Sector Heads and Business Operations Directors and cascading relevant information

Ensuring that matter partner and client billing reports, that require the Group Head's attention, are completed, or sent to the appropriate person for completion.

Ensure that incoming client responses (to the Group Head) in regard to billing issues are triaged to the most appropriate person.

Document & File Management

How you ensure that the documentation we produce is of the highest quality and our files are accurate and up to date

Proactively ensuring that the Exigent transcription service and Document Production service is utilised effectively

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).
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
Ensuring documents are filed on FileSite with correct file and matter details so that they can be located easily
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

Business Development/Relationship Management

How you can contribute to developing the Firm's business and maintaining excellent relationships with our clients and potential clients

Organising events in conjunction with Business Development including logging responses into InterAction and attending events to meet and greet clients where necessary
Undertaking research on clients, potential clients and new business initiatives or opportunities, including putting together briefing packs as and when required
Collating information for preparation of regular client updates or reports as and when required
Assisting with follow-ups to business development meetings, for example drafting thank you letters, diarising reminders or arranging follow-up meetings

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 team bios up to date.

Knowledge of key business development materials for the practice area

Person specification

Skills/experience required

Experience of working in a similar role in professional services preferably in a partnership environment.

Many aspects of this role will be confidential and the individual will be required to maintain strict confidentiality and act with diplomacy, tact and discretion at all times.

Proven ability to work at senior management level and manage people of a senior level with the firm.
Excellent IT skills, particularly MS Outlook, MS Word, Excel and PowerPoint.
Exceptional organisational and time-management skills.
Excellent attention to detail
Excellent verbal and written communications skills
Ability to juggle priorities and work on their own initiative
Ability to work under pressure and at times, to very tight deadlines.
Ability to work well in a team environment and with limited supervision.
Calm, methodical approach.

Personal Qualities/Behaviours

We are looking for someone who can demonstrate:

An ability to build relationships quickly with a wide range of people, with the confidence to work with senior people across the firm.

Passion, reliability, combined with a 'can do' and patient approach.
Ability to prioritise and quickly identify and understand the key issues.
Basic numeracy skills.
Confident, engaging and open personality.
Ability to work collaboratively.
Have a good understanding of people.

For any queries or for a copy of the full job description, please contact our Recruitment Advisor, Adam Clarke-Castello. Please note we only accept CVs that are logged on the Recruitment portal.

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