Legal Secretary

2 weeks ago

Aberdeen, United Kingdom Beaumont Associates Ltd Full time

**Executive Assistant/Legal PA - Corporate & Commercial / Corporate - Aberdeen£30k + Excellent Benefits Package**

Top tier firm based Aberdeen City Centre has an immediate opening for an experienced Executive PA to work as part of a highly efficient and organised team providing executive assistant support to the Corporate & Commercial practice area.

**Interesting a varied role entailing;**
- Diary management - makes and amends appointments, arranges meeting rooms, tracks responses and organises refreshments if required.
- Proactively organises partner management information (i.e. Op Board Reports/Strategy plans, budget information).
- Responsible for drafting basic letters with enclosures.
- Responsible for booking external training for the team.
- Responsible for compilation and issue of management information for certain clients.
- Assists with Marketing and Business Development - helps maintain BD trackers, prepares information as necessary, liaises with Marketing and BD to report trips, deals, etc.
- Provide cover/assistance to Transactional Support Assistant/s and other Executive Assistants in the Corporate & Commercial teams as required and under the direction of the secretarial engagement manager. To include production and editing of documents and Workshare Compare.
- Updating contacts and distributions lists in outlook (and Apex where necessary)
- Prepare first draft of index for bible and assist in their completion generally, both paper and electronic versions.
- Files documents in appropriate location both electronically and in hard copy, and organises opening and closing of files and papers when necessary.
- Drafts fee notes (as required), organises expense claim forms and pays invoices in compliance with office internal procedures. Follows up process with relevant department through to completion. Complete appropriate cash forms as required.
- Assists with departmental billing and reconciliations - producing first draft of bill and creating detailed billing list on a monthly basis (as required by team).
- Assist with expenses reports - collect necessary receipts and information from fee earner and create expense reports.
- Responsible for fee earner holiday management - monitors holidays to ensure fee earners do not overlap excessively within the department, alerts fee earners to potential scheduling conflicts.
- When necessary, undertaking some specialist duties e.g. finance, marketing/business development and paralegal.
- Scan, save and organise all documents to DMS in the relevant folders.
- Mail Merge (if necessary).
- Source travel and accommodation and make bookings for the department where necessary.
- Should have knowledge and experience of working within a busy Corporate team with some knowledge of procedure and relevant documentation.
- Highly motivated with the ability to use initiative and be proactive is essential.
- Good communication skills and confident in dealing with people at all levels.
- A strong team player with a can do attitude.
- Ability to maintain flexibility regarding office role and workload.
- Organises and prioritises time effectively to achieve deadlines.
- Presents a professional image to clients and other external organisations at all times.
- Seeks out opportunities to provide a more efficient and proactive service to fee earners.

**Skills;**
- Excellent organisational skills.
- Ability to multi task and prioritise.
- Fast accurate typist - 60 wpm.
- Outlook - diary management, contacts, tasks
- Excel and PowerPoint
- Willingness to enhance IT literacy through regularly scheduled training (CPD).
- Experience of using internet for research purposes (preferred but not essential).

This is an exciting opportunity to join a dynamic forward thinking firm.

Our client offers and excellent salary and benefits package.

For further information, please contact Michelle Beaumont for a confidential discussion.

**Job Types**: Full-time, Permanent

**Salary**: £29,000.00-£30,000.00 per year

**Benefits**:

- Company events
- Company pension
- Cycle to work scheme
- Life insurance
- Sick pay
- Work from home

Schedule:

- 8 hour shift
- Monday to Friday
- No weekends

Supplemental pay types:

- Yearly bonus

Ability to commute/relocate:

- Aberdeen: reliably commute or plan to relocate before starting work (required)

**Experience**:

- legal secretary: 1 year (required)
- Corporate: 1 year (required)
- Commercial Property: 1 year (required)
- Microsoft Office: 1 year (required)
- Audio typing: 1 year (required)

Work Location: One location

Reference ID: MB/023

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