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Personal Assistant

2 months ago

The City, United Kingdom AJ Chambers ® Full time

AJ Chambers is representing a Silver Circle Law Firm based in the City of London who are seeking a PA in their Private Client, Tax and Immigration Group.


You will support an allocated number of Partners and Lawyers allowing them to manage their workload more effectively.


Responsibilities:


Relationship Management

  • Reporting to the Management Executive Assistant and proactively working as part of the PA Team to support an allocated number of Partners and lawyers in the PCTI department, ensuring consistencies in support levels are delivered and that policies and procedures are adhered to.
  • Liaising with the Document Services Operators (DSOs) to co-ordinate the production and amendment of documents and transcription of dictations.


Organising

  • Manage Partners’ and lawyers’ diaries and arrange appointments (both internal and external).
  • Use judgement when scheduling meetings – determine purpose and minimum time required.
  • Manage administration of meetings, including collation of documentation required.
  • Arrange conference calls, meetings, lunches and dinners on behalf of the Partners and lawyers as required.
  • Update diary items as required.
  • Forward planning and thinking of requirements before and after Partners’ and lawyers’ meetings.


Communications

  • Use judgement to manage workload issues; take ownership of enquiries and ensure other issues are referred/delegated to the appropriate person and dealt with in a timely fashion.
  • Maintain up-to-date contact details for clients and all other contacts using Interaction.


Expenses Claims, Time Posting & Billing

  • Prepare and submit expenses when required.


File Management

  • Liaising with Fee Earners and the Compliance Department, taking ownership with regards to the onboarding of new clients and matters, ensuring that OFR and MLR regulations are complied with. Subsequently preparing draft retainer letters in line with firm and department precedents.
  • Filing and keeping files up to date (where relevant); also filing emails electronically in client folders on iManage.


General Administrative Support

  • Providing general typing or document work as required.
  • Manage electronic filing systems.
  • Develop protocols and maintain information for key administrative matters related to the Partners and lawyers, such as updating FYI on a weekly basis.
  • Maintaining the client database (Interaction), updating contacts and other associated tasks as required.
  • Provide ad hoc support for the Partners and lawyers on projects as requested.
  • Assisting with Billing.


Other Requirements

  • Previous experience within Private Client
  • Excellent IT skills with fast and accurate typing
  • Excellent time management and organisational skills
  • Works well under pressure
  • Confident and enthusiastic
  • Outgoing, hard-working and confident
  • The capability to keep matters confidential
  • Flexibility as to hours and the role itself
  • Flexibility towards new technologies and changes in working practices


If you feel you would be suitable, please apply directly or contact Jess at AJ Chambers.