Litigation Legal Personal Assistant

3 weeks ago

City of London, United Kingdom AJ Chambers ® Full time
Job Overview

AJ Chambers is collaborating with a prestigious International Law Firm located in the City of London to recruit a Legal Personal Assistant for their Litigation division.

This role involves providing support to a welcoming team of 5 Fee Earners, including 1 Partner. It is a full-time, permanent opportunity with the flexibility of hybrid working arrangements.

Key Responsibilities

Administrative Duties:

  • Overseeing calendars, ensuring they are current and reminding fee earners of daily meetings;
  • Coordinating meetings, reserving conference rooms, arranging refreshments, and ensuring rooms are prepared prior to meetings while liaising with both internal and external participants;
  • Organizing intricate travel and accommodation logistics, confirming reservations, managing related invoices, and creating detailed itineraries for fee earners;
  • Handling photocopying, printing, courier services, and dispatching correspondence as necessary;
  • Opening and closing general files, maintaining organized filing systems and record-keeping;
  • Employing effective systems to ensure timely completion of both short-term and long-term tasks.

Financial and Billing Support:

  • Assisting fee earners with the billing and credit control processes by coordinating with accounts and generating standard financial/time reports;
  • Requesting payments, processing bank transfers, and handling received funds as required;
  • Verifying bank details through phone communication.

Communication Skills:

  • Managing internal and external telephone inquiries, responding appropriately, and ensuring prompt message delivery;
  • Monitoring and addressing post and emails, ensuring that all client-related correspondence is directed to the appropriate fee earner if they are unavailable;
  • Collaborating with business support departments on behalf of fee earners as needed;
  • Coordinating with the department's Team Leader regarding planned absences, arranging necessary cover, and communicating this to relevant fee earners.

Client Relationship Management:

  • Participating in the client care team and becoming familiar with contacts and clients;
  • Entering, maintaining, and updating client information in the Firm's CRM system;
  • Addressing basic client inquiries and general administrative tasks, particularly for key clients;
  • Scheduling client meetings.

Document Preparation:

  • Reviewing correspondence, attachments, documents, reports, and presentations produced by the Legal DP Secretarial team before they are forwarded to the relevant fee earner, making minor amendments as necessary;
  • Typing urgent or confidential correspondence and emails;
  • Creating and maintaining Excel spreadsheets as required.

Additional Duties:

In addition to supporting assigned fee earners, a Legal PA is expected to assist colleagues in both the Litigation and Corporate departments, and where feasible, in other areas.

Team Responsibilities Include:

  • Providing assistance to others in the department when capacity allows or when a colleague requires support with their workload;
  • Answering phone calls for other team members when they are away from their desks;
  • Offering help to other department members, both proactively and at the request of the Team Leader;
  • Collaborating effectively with other legal and support departments as needed;
  • Carrying out any other duties as reasonably requested by a person of appropriate seniority.

Required Skills and Experience:

  • A minimum of 1 year of experience as a Legal PA within a Law Firm is essential;
  • Proficient knowledge of Microsoft Word, Outlook, Excel, PowerPoint, research tools, and other relevant systems;
  • Excellent telephone etiquette and a solid understanding of telephone systems.

For further information, please apply directly or reach out to AJ Chambers.

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