Hours: 09.30 - 17.30 (Hybrid working 3 days in the office / 2 home working after the initial training period).
Our client, a leading global law firm headquartered in the City, is seeking a Personal Assistant to support their Shipping Transactions team.
This is an excellent opportunity for a candidate with previous PA experience—ideally within corporate law—who is looking to join a firm known for its outstanding culture, strong commitment to career development, and ongoing learning opportunities.
In this role, you’ll play a key part in supporting the team’s operations by gaining a deep understanding of matter management and administrative processes. You’ll take an active interest in the team’s work and contribute to the smooth delivery of services by handling day-to-day administrative tasks with diligence and professionalism.
There will be occasions where you’ll engage directly with clients, giving you valuable insight into their expectations and working styles. This exposure will help you further understand the importance of service excellence and client care as you support your team.
Client Management
* Opening and closing matters in compliance with the firm's case management procedures, including running conflict checks and co-ordinating the collection of "know your client" documentation and more generally assisting.
* Drafting letters of engagement.
* Being active in the care of clients and wholly familiar with the team's contacts and clients.
Diary and Travel Management
* Co-ordinating the movements of your team on a weekly basis.
* Managing the diaries of your team, ensuring they are up-to-date, and co-ordinating meetings.
* Arranging meetings, booking conference rooms, refreshments/catering, checking room set-up prior to meetings and liaising with other attendees, both internal and external.
* Arranging conferences and industry event attendance.
* Arranging the travel plans and bookings of your team, including travel itineraries and expenses.
Business Development Support
* Assisting your team in their various marketing and business development activities.
* Supporting your partners in the development and implementation of the team's business plan.
* Assisting in the maintenance of the firm's CRM system (InterAction) by entering new contact details and updating mailing lists, sending invitations, and monitoring responses.
* Ensuring that your team's client activities and business development reports are recorded on the CRM.
Financial Support
* Assisting lawyers in ensuring their time is promptly and accurately recorded in the firm's time recording system.
* Ensuring the correct posting of disbursement costs to matters and the payment of the same.
* Co-ordinating the production of invoices
* Verification with clients and others of their account details.
* Arranging the payment of invoices from funds held on accounts.
Administration
* Drafting standard letters, e.g. letters of engagement, as and when required.
* Checking that correspondence, attachments, documents, reports, presentations, etc. produced by the Document Production team are returned in good time and making minor amendments where appropriate.
* Typing urgent/short/confidential correspondence, including meeting minutes and notes.
* Amending and collating legal documents using Microsoft
Please send your CV in the first instance; priority will be given to candidates with previous legal experience and relevant systems experience. Salary will be dependent upon experience.