Executive Assistant

1 week ago

Edinburgh, Edinburgh, United Kingdom Morton Fraser Full time

Job Title:
Executive Assistant, Family Law Team

Division:
Private Client

Location:

Edinburgh or Glasgow

Full Time, Permanent

Summary of Role:


To provide a range of administrative support to a group of busy fee earners, ensuring a proactive approach to strengthen and underpin team efficiency and client service in a confidential and sensitive environment.


Key Tasks

1.
Client Support:

Screening calls appropriately, taking messages and dealing with enquiries that do not require a fee earner's input. Play an active role in client service and act as a confident, reliable and knowledgeable contact for division's clients.

Preparing reports for clients and processing client questionnaires according to divisional policy.

2.
Diary, inbox and meeting management:


Day-to-day management of electronic Outlook calendars, scheduling meetings, accepting and declining incoming meeting requests as appropriate, ensuring there are no diary conflicts and making sure the fee earner knows at all times where he / she is supposed to be; assist with meeting preparation - ensuring your fee earners have the necessary paperwork; client details; presentation materials etc.


3.
Divisional training co-ordinator:


Organise team knowledge sessions, prepare and circulate any training materials; organise in-house and client CPD events complying with Law Society of Scotland requirements; booking fee earners onto external events and handling invoices etc.


4.
Marketing co-ordinator:


The production of divisional marketing literature (from team sheets to credentials), in conjunction with marketing team; maintenance of partners / fee earners outlook contacts; creating distribution lists and updating client details for event invites; creation, format and distribution of e-newsletters, surveys, blogs, website, intranet updates, marketing materials.


The organisation of hospitality and events including scheduling diaries, booking rooms, organising catering, setting up event on Concep and publicising on social media, identifying and tracking of invites/attendees, producing event packs and materials and, if required, organising rehearsals and slides, name badges, meeting and greeting attendees at the start of the event etc.,liaising with the marketing team, Client Suite team and Central Services team as appropriate.

Prior to event, ensure mics and tech is set up and working. Post event, process feedback forms.

5.
File management:

Despatch and retrieval of files from Iron Mountain. Items being sent off-site need to be properly indexed with things like 'descriptions' and 'destruction dates' set.

6.
Document Processing:

Collation of complex and/or volume documents, compilation and organising the signing of documents. Where appropriate, the Executive Assistant would delegate and supervise GAs in the scanning, copying and binding of documents.

Qualifications and Experience

  • EA, PA or Legal Secretary experience.
  • Excellent planning and organising skills.
  • Able to prioritise work and sequence work appropriately to meet deadlines.
  • Ability to follow instructions and work with mínimal supervision using own initiative.
  • Experience of delegating and supervising the work of others is desirable.
  • Excellent proofreading skills and critical attention to detail.
  • Working knowledge of Microsoft Office, with emphasis on PowerPoint and Excel.
  • Understanding of the importance of discretion and confidentiality.

Person Specification

  • Excellent communication skills.
  • Able to work within a team and autonomously on own initiative.
  • Personable and good at building and developing client relationships.
  • Confident with a strong belief in self and ability.
  • Committed to providing a good client experience and willing to put in extra time and effort when required.

Job Types:
Full-time, Permanent

Benefits:

  • Company events
  • Company pension
  • Cycle to work scheme
  • Life insurance
  • Private medical insurance
  • Sick pay

Schedule:

  • Monday to Friday

Supplemental pay types:

  • Bonus scheme

Work Location:
Hybrid remote in Edinburgh

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