To work as part of a team in the provision of executive assistant support to the Dispute Resolution & Risk: Strategic Risk, Government & Compliance practice areas, assisting in the provision of an efficient and quality service to external clients.
• Diary and travel management – make and amend appointments and consultations, arrange meeting rooms, track responses and organise refreshments if required, anticipate weekly schedules and prepare for fee earner
• Anticipate requirements for meeting i.e. organise papers, produce itinerary, directions, background/profile information
• Liaise with clients in organising events
• Proactive Mailbox management
• Update all contacts (Outlook) and identify appropriate distribution lists
• Open new clients/matters and obtain information from client papers
• Type and amend any confidential emails as well as any confidential internal and external reports as required
• Save documents in appropriate location both electronically and in hard copy
• Pay invoices in compliance with office internal procedures. Follow up process with relevant department through to completion ensuring completing appropriate cash forms as required
• Assist with billing, attend team/billing meetings, prepare draft bills for fee earners to sign off on, maintain responsibility for monthly printouts and ensure bills sent to clients timeously.
• Organise closing of files and papers when necessary.
• Undertaking some specialist duties e.g. finance, marketing/business development and paralegal
• Assist with the drafting, lodging and updating of court documents and papers
• Organise and maintain Counsel’s papers both in paper form and electronically
• Minute taking
• Participate in the rota for lunchtime cover and provide assistance during holidays/absence
• Provide assistance to other Executive Assistants in the Dispute Resolution & Risk team as required and under the direction of the Secretarial Engagement Manager
• Liaise with the Legal Document Specialists to ensure the completion of all Bighand dictation and documents within the required timescales, assisting where necessary.
• Undertake ad hoc administrative tasks, when necessary, under the direction of solicitors and Secretarial Engagement Manager.
PERSON SPECIFICATION
• Should have knowledge and experience of working within a busy Litigation team ideally with some knowledge of court procedure and relevant documentation.
• This position is demanding so the successful candidate should be used to working under pressure, often with tight deadlines
• 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 legal colleagues
• The successful candidate will be required to be flexible regarding working hours as from time to time it will be necessary to complete work during lunchtime or after 5pm