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Real Estate PA, Belfast, £Neg.
Our client is a national law firm based in Belfast City Centre. They are currently looking to recruit a Personal Assistant for their busy Real Estate Department to work for their Managing Partner.
Purpose of the role:
The Personal Assistant will provide comprehensive administrative and secretarial support within the firm and deliver high-quality documents and correspondence to the Real Estate Managing Partner.
Ideal candidate:
We are seeking a PA/Legal Secretary with previous Real Estate experience.
Main Duties:
* Process correspondence and documents for the Real Estate team, liaising with the Office Manager and other secretaries.
* Audio and copy typing of legal documents using digital dictation.
* Undertake various administrative duties, including:
o Keeping files up to date (hard and soft copy)
o Opening files in 3e
o Preparing files for archiving
o Photocopying and scanning
o Dealing with phone calls promptly and efficiently
o Liaising with clients via telephone and email
o Arranging meetings, conference calls, and seminars
o Maintaining Partners' diaries and follow-up systems
o Travel coordination – transport and accommodation arrangements
o Organising department events
o Organising couriers
o Preparing and amending PowerPoint presentations
o Coordinating billing within tight deadlines, printing, and saving bills to directories, and dealing with cheque requests
o Monitoring and updating intermediary and client contact databases
o Preparation of E-bibles
o Supporting the Asset Finance team as required
Skills:
* Ability to type quickly and accurately
* Ability to handle confidential information
* Excellent communication skills at all levels using various methods
* Great attention to detail
* Ability to prioritize workload
* Ability to work on own initiative
* Proven team working skills and a good team spirit
* Hardworking, flexible, and adaptable
* Proactive work ethic and continuous improvement mindset
* Experience with digital dictation systems is desirable but not essential (training provided)
* High proficiency in Microsoft Office, including Word and Excel
Benefits and flexible working:
In addition to standard benefits (medical insurance, life insurance, pension, 25 days annual leave), the firm offers flexible benefits such as season ticket loans, gym memberships, health assessments, cycle-to-work schemes, retail vouchers, and a buy-as-you-earn share scheme. Access to wellbeing programs like an online GP and Employee Assistance Programme is also provided.
The firm supports a hybrid working model, allowing staff to enjoy a mix of home and office working. Applications from those seeking flexible and agile roles are encouraged, and working pattern preferences can be discussed during the application process.
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