Personal Assistant

4 months ago

Bath, United Kingdom Williams Lea Full time

**Personal Assistant**

Job title: Personal Assistant

Location: Bath, BA1 1RG

Contract: Full Time, Permanent

Shifts: 37.5 hours per week, Monday - Friday, 9am-5:30pm with 1 hour unpaid break

**Williams Lea seeks a Personal Assistant to join our team**

Williams Lea is the leading global provider of skilled business-critical support services to financial, legal and professional services firms.

Sound good so far? Then this is the perfect position for you and you are just the individual that we are looking for

**Purpose of role**

The role of the Personal Assistant is to provide enhanced, proactive support to fee earners to enable them to operate efficiently. The support provided needs to be a seamless legal service to clients. The Personal Assistant role is expected to use a high degree of self-management and initiative and to maintain a high level of confidentiality.

The Personal Assistant will act as workflow manager for other support services. This includes delegating and supervising the completion of document production, file management and copying/scanning work which are primarily undertaken by other relevant business support services.

**Key responsibilities**
- Proactively managing complex diaries for both partners and fee earners
- Answering telephone calls in a timely fashion, taking clear and detailed messages
- Organising internal and external meetings, greeting visitors and arranging client refreshments
- Assisting fee earners in the billing and credit control process. Generating accurate billing reports, draft bills, and accompanying letters in a timely manner
- Assisting fee earners with finance tasks, namely requesting cheques, CHAPS/BACS payments, bank transfers and paying in money received, as appropriate
- Maintaining up to date client records on the firm’s client relationship management tool, including client contact details, client specific requests in relation to billing and bill formats, details of other parties etc in line with the firm’s policy and processes
- Co-ordinating fee earner movements and making travel arrangements
- Managing the client and matter inception process ensuring files are opened in a timely manner in accordance with the firm’s policies
- Managing the process of submitting partner/fee earners expenses in a timely manner
- Co-ordinating the completion of document production (including digital dictations/manuscript amendments), e-filing and file management, photocopying and scanning services, organising couriers, sending out of letters/faxes etc
- Undertaking any departmental specific tasks (e.g. working with Bundledocs, Land Registry portal, Searchflow etc)
- Adhering to and participating in the AML processes as per the firm’s protocol
- Demonstrating flexibility with working practices/processes in line with the business need, especially in times of pressure/ high workload
- Assisting other members of the department, both proactively and at the request of the team leader and work effectively with other legal and support departments as required

**Personal attributes**
- Exceptional standard of written and verbal communication
- Proficient multi-tasker
- Competent with the Microsoft Office suite
- Team player
- Excellent interpersonal skills
- Solutions focused
- Have a high level of confidentiality and integrity
- Exceptional attention to detail

**The Package**:
Private Medical Insurance, Life Insurance/Life Assurance, Company Pension, Corporate Eye Care, Personal Accident and Company Sick Pay. Additional benefits such as Dental Insurance, Childcare Vouchers, Gym Membership, Charity Donations, Employee Offers, Retail Vouchers and Season Ticket Loan are offered at a discount on a salary sacrifice basis. You will also have the opportunity to work for a global employer; and dedicated to offering each and every employee an enjoyable, challenging and rewarding career with future career development prospects.

Williams Lea is seeking a Personal Assistant to join our team. This position will be responsible for providing support to the CEO and COO. This includes but is not limited to: daily administrative duties, scheduling, travel arrangements, and general clerical and administrative tasks.

**Job Requirements**:

- Excellent oral and written communication skills
- Excellent organizational skills
- Ability to multi-task and prioritize multiple projects at one time
- Ability to work independently with little supervision or as a member of a team
- Must be able to work in a fast-paced environment with a high level of attention to detail
- Ability to work in a fast-paced environment with a high level of attention to detail.
- Must have excellent customer service skills.
- Must have excellent problem solving skills.
- Must have excellent time management skills.
- Must be able to work weekends, evenings, and holidays when needed.
- Must be able to travel up to 50% of the time. Travel may be required on occasion.
- Must have an active Williams Lea driver’s lic

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