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PURPOSE OF THE ROLE
To provide high quality, proactive and experienced PA support to a team of partners and fee earners.
DUTIES
● Work collaboratively with all Finance teams to proactively support fee earners' financial performance including client billing and reports, management of matter balances and working capital
● Work closely with Business Development to support fee earners on organisation and attendance of events and conferences; CRM administration; production of and updating fee earner CV's; using the Business Development hub and credentials database; assisting with bids, tenders and pilots
● Where your allocated fee earner is a Client Relationship Partner (CRP) for a Client Universe Client, assist the Business Development team with organising and attending core team and relationship meetings; organisation and attendance of events; assist with compiling regular client reports as required
● Undertake all matter management processes, applying correct rates at opening, prompt preparation of engagement letters, matter specifications and liaising with the Business Acceptance Unit as required
● Conflict check and Client Due Diligence processes, accurately completing the end to end Client Matter Inception (CMI) process whilst adhering to Firmwide best practice protocols
● Ensure all file management processes are undertaken correctly by identifying matters for closure, bills are paid, clearing client balance, WIP and archiving completed files
● Comprehensive diary management including forward planning, proactive travel and meeting arrangements, identifying meeting clashes and resolving independently where appropriate
● Identifying and recommending cost efficient options for complex travel arrangements
● Ensure all meeting requirements are identified and actioned, including proactive preparation of meeting packs, itineraries, room and hospitality resource
● Utilise the Cube on all administrative tasks, taking ownership to ensure tasks are completed and delivered to fee earners in a timely and accurate way
● Delegate appropriate tasks to Document Production including pitch and tender documents, conversion and amendment of legal documents and transcripts
● Demonstrate technical competency in order to support fee earners, identify and address knowledge gaps to fulfil all elements of the role
● Adheres to the firm's risk and compliance policies and procedures and raises any issues or queries promptly with the relevant Partner and / or Risk and Compliance
● Successfully completes, on time, all compulsory firm training and returns all complaints and claims questionnaires
KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED (BESPOKE TO ROLE)
● Excellent verbal and written communication skills, with appropriate and effective use of grammar and punctuation
● One years' experience (or equivalent) gained within a comparable environment and at an appropriate level (happy consider Team Secretaries/Assistants with relevant experience)
● Willingness to work flexibly to meet client needs
● High degree of competence in the use of Microsoft Office suite
● Proven experience of exceptional client service
● Detail focussed and experience of working in a fast paced office environment
● Ability to work effectively and collaboratively as a member of a team, as well as being able to work independently
● Commitment to exceeding expectations and goals
EXPECTATIONS
This role profile should be read in conjunction with the Expectations for SS Level 2.
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